Physical Education / Recreation Operations Coordinator- 10-month Administrative Assistant
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Job CategorySupport StaffPosition TitlePhysical Education/Recreation Operations Coordinator- 10-month Administrative AssistantFull Time/Part TimePart TimeDivisionAthleticsDepartmentRecreation SportsHiring Wage/Salary Range$19.00-$21.00DeterminationWhen extending an offer, Colgate University considers factors such as (but not limited to) the scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations.BenefitsCurrent BenefitsColgate University is proud to offer in-depth, competitive benefits that support the health and wellbeing of our employees and their family. The majority of benefits are effective on the date of hire.We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:Health and Wellness:Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.Paid Time Off:Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year's and 3 floating holidays.Paid Family Leave:After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.Continuing Education and Professional Development:Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.After 7 years of service in an eligible position an employee's eligible children may be awarded up to half of Colgate's tuition to attend an accredited college, university or trade school of their choice.Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.Department StatementThe Division of Physical Education, Recreation & Athletics seeks to be a welcoming and diverse association of students, coaches, staff, alumni and fans in which all people are treated equitably and respectfully, and can contribute fully to our success; we share common goals, we affirm open communication and civility, we honor the sacredness of each person, we accept responsibility to act for the common good, we care for and serve one another, and we honor our history while celebrating our evolution; and, we strive to consistently perform at the upper range of our potential, to get better every day with a goal to win – to win in competition, in the classroom, in the community and in the lives of every member of the Colgate Community.AccountabilitiesThis position is full-time (37.5 hrs/week), 10 months each year, typically mid-August to mid-June based on the needs of the department.Responsibilities include coordination of the daily operations of the department.Specific accountabilities include:Greet visitors and ensure reception area creates a welcoming environment;Ensure efficient execution of administrative procedures and processes central to the department;Respond in a timely manner to requests for information and refer to other resources as appropriate;Manage calendars, itineraries, contacts and correspondence of department;Coordinate with vendors and service providers;Assist with onboarding new employees; andMaintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.Monitor departmental budgets and report on status, variances, and potential issues.Responsible for building and/or room scheduling and service requests, as required.Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.Responsible for the planning and execution of department events and functions, including all aspects of the Club Sports Program, such as travel/housing arrangements, payment of league/registration fees, facility reservations, etc.Assist with the daily operations and coordination of Physical Education & Fitness programming and offerings.May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.Technical CompetenciesNameOffice ProductivityDescriptionDemonstrated ability to effectively utilize all university productivity applications (e.g. MS Office, Concur, EMS, CMS, and Google) including collecting, updating, formatting and organizing moderately complex data such as sorts, filters, charts, pivot tables, all basic to intermediate level formulae, table of content formatting, mail merges, track changes and other similar features.Demonstrated ability to efficiently leverage standard office software to manage calendars, contacts, and email correspondence for department staff.NameEvent PlanningDescriptionDemonstrated ability to plan, manage, coordinate or oversee events requiring a high level of coordination and collaboration.Demonstrated ability to source and negotiate favorable contract terms and service delivery from vendors.Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants.Demonstrated ability to communicate all aspects of planning events.Demonstrated ability to quickly, efficiently and inexpensively alter plans.NameTravel LogisticsDescriptionDemonstrated ability to effectively create travel plans involving multiple modes of transportation, destinations and lodging.Demonstrated ability to quickly, efficiently and inexpensively alter travel plans and itineraries.Demonstrated ability to consistently stay within university travel restrictions and guidelines.NameTechnical Data SystemsDescriptionDemonstrated ability to utilize relevant data systems/software, e.g. Enterprise Resource Planning tool (Banner), Business Intelligence (Tableau).Demonstrated ability to enter, manipulate, query and export all data sets used in day­to­day situations.Demonstrated ability to use all day­to­day and core functionality of all relevant systems.NameAdministrative ProceduresDescriptionDemonstrated mastery of commonly used Colgate and divisional/functional administrative policies and practices.Has knowledge sufficient to follow administrative procedures and processes that are most critical to the department.Has knowledge sufficient to train others on all core and common administrative procedures.Has knowledge sufficient to create desktop aids or guides in the execution of common administrative procedures and processes.Demonstrated ability to effectively pull together sensitive and moderately complex data and information into an organized and cohesive product.NameCustomer ServiceDescriptionDemonstrated ability to create welcoming and professional environment for guests. Demonstrated ability to use positive communications.Demonstrated ability to listen, respond effectively and follow up appropriately on administrative inquiries, while being mindful and attentive to feedback.Makes use of specialized knowledge to assist others in resolving problems.Identifies opportunities for improving customer service methods.NameDomain ­Specific SkillsDescriptionAs required by each department, division or function, employee may be required to have unique skills or knowledge relating to work specific to that department, division or function. These skills should be consistently demonstrated by the employee.Behavioral CompetenciesNamePersonal Accountability for ResultsDescriptionTakes responsibility for decisions, performance, and outcomes;Behaves in a responsible manner with a positive attitude;Shows self-awareness and openness to feedback.NameEffective CommunicationDescriptionDemonstrates effective written and oral communication skills;Shares information and seeks input from others;Adapts communication to diverse audiences;Protects private and confidential information.NameProblem Solving and Decision MakingDescriptionAnalyzes and prioritizes situations to identify and solve problems;Generates solutions to improve efficiency and quality;Involves others in solving problems and making decisions;Factors organizational goals into decisions;Makes clear, transparent, and timely decisions.NameChange ManagementDescriptionResponds positively to changing university initiatives and readily adapts behavior to maintain effective performance;Understands the long-term direction of the university and can relate this to departmental area;Adapts to new methodologies;Identifies and acts on areas where change is appropriate.NameLeadership and TeamworkDescriptionApplies skills and knowledge to provide a climate to achieve departmental and organizational success;Balances individual and department goals;Helps others perform at their best;Builds productive relationships to enhance individual and organizational effectiveness;Treats others with respect;Resolves conflicts among team members.NameCreativity and InnovationDescriptionGenerates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level;Critically assesses the effectiveness of new initiatives.NameDiversity and InclusionDescriptionDemonstrates respect for people and their differences;Understands the benefits of a diverse workforce;Earns the trust and respect of others;Includes and welcomes others;Works to understand the perspective of others;Promotes opportunities to experience diversity within our community.NameSustainabilityDescriptionUnderstands the impact of decision-making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus;Supports and advances the university's sustainability initiatives;Influences others to use sustainable practices.RequirementsProfessional Experience/ QualificationsA minimum of one year of administrative experience with progressive responsibilities is required.A detail-oriented approach is required.Must be able to schedule and coordinate banquets and other events.Must be able to work well in a high foot traffic area.Flexibility and the ability to manage multiple tasks and priorities are crucial.Must have solid judgment and be capable of strong communication and problem-solving skills in a fast-paced, department servicing students, staff, and community members.Solid skills and experience with Microsoft Office Suite as well as the ability to cull and consolidate data for reports. Demonstrated Google suite experience.Excellent verbal and written communication skills and high regard for detail are required.Strong customer service experience and the ability to professionally greet staff, visitors and students, serve as a resource and coordinate requests with multiple stakeholders.Strong aptitude for seeking out higher education recreation industry knowledge, as well as Colgate University organizational, systems, and process knowledge.Must be capable of working collegially with diverse groups of faculty, staff, students, and community members.Preferred QualificationsThree or more years of administrative experience is preferred.EducationA minimum of an Associate's degree is required, or a combination of education and experience from which comparable skills are attained.A Bachelor's degree is preferred.Certifications Physical Requirements Other InformationColgate University is committed to the principle of institutional control in administering its athletics program in a manner consistent with the NCAA, ECAC, and Patriot League rules. Each individual involved in the athletics division is obligated to maintain competency and knowledge of the rules, to act within his or her realm of responsibility in full compliance with the governing legislation, and to report any violation of NCAA, ECAC or Patriot League rules of which he or she is aware. Should a situation warrant further investigation, you have an affirmative obligation to cooperate full in the infractions process, including the investigation and adjudication of a case. The failure to do so can be grounds for your termination with cause.Posting Detail InformationRequisition Number2024S084PostingTemporaryNoWork ScheduleThis position is full-time (37.5 hrs/week), 10 months each year, typically mid-August to mid-June based on the needs of the department.Job Open Date10/25/2024Job Close Date Open Until FilledYesSpecial Instructions Summary EEO StatementThe University recognizes that equal employment opportunity can only be achieved through demonstrated leadership. It is the Policy of the University to recruit, employ, retain, promote, and train employees on the basis of merit, ability, and valid job qualifications without regard to any characteristics protected by applicable local, state or federal laws or Executive Orders.Clery ActCAMPUS CRIME REPORTING AND STATISTICSThe Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at ...@colgate.edu.Supplemental QuestionsRequired fields are indicated with an asterisk (*).* Are you currently a Colgate employee?YesNo* Have you ever been a Colgate employee?YesNo* Do you have a spouse/domestic partner who currently is, or will be, employed at Colgate University?YesNo* Are you at least 18 years of age?YesNo* Please let us know how you heard about this position.Albany Times UnionBinghamton Press & SunBlackCoachesinSportsCareerbuilders.comCazenovia RepublicanCentralnewyorkhelpwanted.comChronicle of Higher EducationChronicle of PhilanthropyColgate EmployeeColgate WebsiteCoSIDADiverse Issues of Higher EducationHERC (Upstate New York HERC)HigherEdJobs.comIndeed.comInsideHigherEd.comLinkedInMid-York WeeklyNACWAnaviGATENCAA NewsNorwich Evening SunOneida Daily DispatchSherburne NewsStudentaffairs.comSyracuse Post StandardUtica Observer DispatchWaterville TimesWomenLeadersinCollegeSports.comOtherIf you selected Colgate Employee or Other for how you heard about this position, please provide the employee's name or where you heard about/saw the position.(Open Ended Question)Applicant DocumentsRequired DocumentsResumeCover Letter