Athletics Administrative Manager

University of LaVerne
February 19, 2023
Contact:N/A
Offerd Salary:$64,480
Location:N/A
Working address:N/A
Contract Type:Open-ended
Working Time:Negotigation
Working type:N/A
Ref info:N/A
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
  • From this employer

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