Colgate University Hiring for Physical Education/Recreation Operations Coordinator (Administrative Assistant) at Hamilton, NY Full Time

Job Category:

Support Staff

Position Title:

Physical Education/Recreation Operations Coordinator (Administrative Assistant)

Division:

Athletics

Department:

Recreation Sports

Wage/Salary Range:

$18.75-$20.75 / hour

Department Statement:

The 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.

Colgate 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.

Accountabilities:

This position is full-time (37.5 hrs/week), 10 months each year, typically off mid-June to mid-August 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; and
• Maintain 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.

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.Name:

Office Productivity

Description:

• Demonstrated 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.

Name:

Event Planning

Description:

• Demonstrated 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.

Name:

Travel Logistics

Description:

• Demonstrated 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.

Name:

Technical Data Systems

Description:

• Demonstrated 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 day-­to-­day situations.
• Demonstrated ability to use all day­-to-­day and core functionality of all relevant systems.

Name:

Administrative Procedures

Description:

• Demonstrated 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.

Name:

Customer Service

Description:

• Demonstrated 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.

Name:

Domain ­Specific Skills

Description:

• As 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.

Name:

Personal Accountability for Results

Description:

• Takes responsibility for decisions, performance, and outcomes;
• Behaves in a responsible manner with a positive attitude;
• Shows self-awareness and openness to feedback.

Name:

Effective Communication

Description:

• Demonstrates effective written and oral communication skills;
• Shares information and seeks input from others;
• Adapts communication to diverse audiences;
• Protects private and confidential information.

Name:

Problem Solving and Decision Making

Description:

• Analyzes 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.

Name:

Change Management

Description:

• Responds 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.

Name:

Leadership and Teamwork

Description:

• Applies 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.

Name:

Creativity and Innovation

Description:

• Generates, 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.

Name:

Diversity and Inclusion

Description:

• Demonstrates 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.

Name:

Sustainability

Description:

• Understands 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.

Professional Experience/ Qualifications:

• A 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 Qualifications:

Three or more years of administrative experience is preferred.
Experience managing budgets is preferred.

Education:

A 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.

Requisition Number:

2023S056Posting

Temporary:

No

Work Schedule:

10 month position with benefits (August – May)
Monday-Friday with occasional weekends

Job Open Date:

08/08/2023

Open Until Filled:

Yes

EEO Statement:

It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act:

CAMPUS CRIME REPORTING AND STATISTICS

The 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: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at [email protected].