Job Vacancy Announcement
Position Information
Functional Title Athletics Administrative Manager
Position Type Administrative/Professional
Appointment Type Regular
FTE %
100
Work Schedule (if atypical)
Job Description Summary
The Athletics Administrative Manager is a front-facing position providing
direct administrative and operational office management support to the
University of La Verne Athletics Department in all daily activities, tasks,
projects, and major events.
Reporting to the Director of athletics, the Athletics Administrative Manager
independently coordinates all administrative functions of the office including
administrative support for the Athletics Director and Administrative Executive
staff; monitors Office and Program budgets as needed; supervises student
workers; collaborates on the execution of special events sponsored by the
department; works with various off-campus vendors and contacts; works with
various campus departments and administrative offices; completes Payroll
reports; completes P-Card reconciliations; and provides advisement/instruction
to staff and students-athletes, as needed.
The University of La Verne is a private not-for-profit university founded
in 1891 located in La Verne, California. The core values that we live by are
Ethical Reasoning, Diversity and Inclusivity, Lifelong Learning and Community
and Civic Engagement.
If you're passionate about these values, join us at the University of La
Verne!
Specific Duties
Independently manages the ULV intercollegiate Athletic office. Provides
assistance and clerical support for the central administration of
Athletics, as well as office management/receptionist functions for the
athletic office including customer service, incoming correspondence,
office coverage, answering phone calls, mail distribution, making
appointments, updating calendars, meeting notes compilation and
distribution, and keeping inventory of supplies.
Processes, tracks, and creates records for athletic department
transactions including payment requests, travel reconciliation forms,
deposits, credit card reconciliations, OIT requests for services to
computers and telephones within department, key requests, etc.
Prepares and processes various University forms (purchase requisitions,
change order forms, time sheets, expense reimbursement forms, check
requests, signature authorization forms, Banner forms, Budget Change
forms, Pay Advice forms, cover sheets, etc.).
Reconciles Wells Fargo P-Card, obtains approvals, sends to A/P before the
deadline.
Receives and reviews expense reimbursement forms, checks for accuracy in
preparation and assignment of FOAP account numbers, attaches appropriate
backup documentation, obtains Athletics Director approval, submits to A/P
for processing.
Manages the planning, booking, recording and tracking of team and athletic
department travel.
Reserves all rental vehicles (buses, vans, and cars) for department for
team travel, recruiting, etc. and coordinates pick up and drop off of
vehicles and distribution of keys to department personnel.
Partners with Athletics Department leadership team to coordinate all needs
for Athletic Department Meetings and other special athletic events
(including fundraising events).
Supports ULV, SCIAC, and NCAA compliance reporting requirements.
ADDITIONAL ADMINISTRATIVE DUTIES
Prepares Pay Advice Forms for stipends, and monitors approval process
(Athletics Director, Provost, and Budget). Submits to HR.
Prepares corresponding stipend letters.
Requests Time-Off hours from Athletics Department staff (email 1st of
each month). Monitors responses and prepares monthly “Time-Off Report”.
Emails final report to Payroll by the 10th of each month.
Coordinates and submits payroll/timesheets for PT and student workers (as
needed).
Establishes and monitors PO's for vendors, utilizing DocuSign when
required.
Establishes and monitors open PO to Staples, orders office supplies,
monitors balances.
Receives Department mail and packages, and distributes it to staff
directly or by putting in the office mail boxes.
Supports the hiring of new athletic staff through applicant tracking
system (PeopleAdmin); enters new staff information in Banner; and
updates list of new athletic staff members as they are hired.
OTHER DUTIES
Coordinates NCAA, SCIAC, NACDA, NADIIIA, Women Leaders, and other
professional organizational membership renewals and conference attendance.
Monitors and complies with “University Safe Return” COVID-19 protocol for
the Athletics Department.
Prepares check requests, or arranges for P-Card payment, when invoices are
received.
Processes Relocation Expense reimbursements for new athletics staff (as
needed).
Assists with home events such as, but not limited to; Home games,
Homecoming, Senior Blanket Night, Hall of Fame, SCIAC and NCAA
Championship events. Assists with department and University coordination
of Alumni events.
Performs other duties and special projects as assigned by the Director of
Athletics, provided that such activities do not prevent the performance of
the position's essential functions.
Minimum Qualifications
Comprehensive and detailed knowledge of, and skill in, standard office
procedures and practices, as well as the ability to understand and operate
in a variety of organizational structures and environments. Incumbents are
expected to have a thorough knowledge of English grammar, spelling, and
punctuation, and be able to clearly and expertly communicate orally and in
writing of the English language.
Ability to interpret and apply policies and procedures independently, and
use judgment and discretion to act when precedents do not exist.
Knowledge of business mathematics (beyond basic arithmetic). Ability to
analyze budgetary data, and make accurate projections requiring some
inference.
Ability to troubleshoot most office administration problems and respond to
all inquiries and requests related to work area.
Ability to use and quickly learn new office support technology systems and
software packages.
Ability to understand problems from a broader perspective and anticipate
the impact of office administration problems and solutions on other areas
Ability to analyze operational and procedural problems and develop,
recommend, and evaluate proposed solutions.
Ability to effectively write and present own reports
Ability to effectively handle interpersonal interactions at all levels and
handle highly sensitive interpersonal situations.
Ability to use negotiation and persuasion skills to achieve results and
expedite projects.
Demonstrated awareness and commitment to effectively establishing
relationships and positive communications across multiple dimensions of
diversity including, but not limited to race, gender, sexual
preference/identity, physical limitations, class or religious
perspectives.
Ability to work with a diverse team in a fast-paced environment.
Enthusiasm and the ability to thrive in an atmosphere of constant change.
Preferred Qualifications
Specialized training in administrative/clerical support.
Technical fluency with Microsoft Office Suite, Banner, PeopleAdmin, or
equivalent University information systems; Internet browser, Google email
and calendaring programs, website development and maintenance.
Benefits Summary
Salary will be commensurate with experience and internal equity. Benefits
include a comprehensive health and wellness plan, tuition remission program
for employee, spouse, and dependent children, a generous contribution to the
University's 403B retirement plan, and a generous time off plan.
Employment is contingent upon successful completion and clearance of a
background check and employment verification.
Location La Verne Central Campus
Number of Vacancies 1
Salary Range
Hiring Range Minimum $ $64,480
Hiring Range Maximum $ $70,000
Posting Detail Information
Posting Number 2018-190853SA
Special Instructions to Applicants
Open Date
Close Date
Open Until Filled Yes
Posting Specific Questions
Required fields are indicated with an asterisk ().
Do you have at least 3 years of experience in college athletics as either a student-athlete or employee?
Yes
No
Please explain, in detail, your collegiate athletics experience.
(Open Ended Question)
How to you keep track of multiple priorities, while still maintaining equitable quality?
(Open Ended Question)
How many years of working in Higher Education do you have?
None
Less than one year
1-2 years
3-4 years
5-6 years
7 or more years
Are you bilingual in English and Spanish?
Yes
No
Do you have a valid California Drivers License?
Yes
No
What is your highest level of education earned?
High school diploma or equivalent
Bachelor degree
Master degree
Doctorate degree
other
How did you hear about this employment opportunity?
InsideHigherEd.com
HigherEdjobs.com
Referred by University of La Verne Employee
University of La Verne Website
ScholarlyHires.com
Other
Applicant Documents
Required Documents
Resume
Cover Letter
Optional Documents
Letter of Recommendation 1
Letter of Recommendation 2
