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POSITION DESCRIPTION

Office Coordinator- Grade 16
Department of William Smith Athletics

Internal Post Start Date - Friday, November 2, 2012
Internal Posting End Date - Friday, November 9, 2012, 5 p.m.

SUMMARY:

Provide secretarial support for William Smith coaches and athletic administrators including processing routine correspondence and athletic material; maintaining NCAA compliance rosters and forms; corresponding with Corporate Alliance Partners; arranging travel and lodging for teams; providing support for department special events; monitoring building maintenance and room schedules; maintaining payroll budget for student workers; greeting visitors and assist students in absence of coaches; and other secretarial duties as assigned.

RESPONSIBILITIES:

Athletic Department personnel are expected to work in compliance with the rules and regulations of the NCAA, ECAC, Liberty League and other relevant governing bodies as they pertain to their positions. The Department Secretary is expected to be supportive of the HWS Associate Director for Compliance and fully engaged in the Department's compliance education program.

General Office Responsibilities

  • Process correspondence related to the recruitment of student-athletes, maintains inventory of recruiting brochures and restocks display of brochures.
  • Maintain staff manual and student-athlete handbook
  • Greet and direct all visitors.
  • Answer telephone and route calls to appropriate person.
  • Receive, sort and distribute departmental mail.
  • Request, record, issue and collect all staff keys.
  • Monitor building maintenance issues and communicate building repairs with Buildings and Grounds.
  • Open and secure Winn-Seeley Gym during normal business hours.
  • Schedule Heron Hall of Honor and Boswell Classroom.
  • Organize communications room including restocking supplies and forms.
  • Organize trophy cases.
  • Troubleshoot problems or issues with computers and office equipment (e.g. multifunctional devices, color printer, phones).
  • Input all athletic contests on Director of Athletics electronic calendar.

NCAA Compliance/Roster Management

  • Input and maintain electronic rosters for eleven varsity sports and one junior varsity sport.
  • Collect student-athlete questionnaires and create database of contact information by sport.
  • Assist with the completion and collection of NCAA compliance and eligibility forms for all sports.

Supervisory Responsibilities/Student Payroll

  • Maintain payroll budget of all student workers.
  • Prepare and record payroll time sheets for all student workers.
  • Set up schedules for student office workers.
  • Hire, train and supervise student workers.

Logistics Support

  • Maintain the master schedule for all athletic contests.
  • Organize team lodging arrangements.
  • Secure all lodging for visiting teams, officials and NCAA game representatives for post season events.
  • Arrange transportation for all athletic contests.
  • Secure concessions arrangements for regular season and post season events.
  • Merchandise coordinator for NCAA championship events.

Heron Society

  • Manage the correspondence with and accounts of Corporate Alliance Partners.
  • Ensure Corporate Alliance Partners receive benefits as per the program.
  • Organize game day Corporate Alliance Partner meet and greet events.
  • Coordinate the Heron Society parent credential program.
  • Process Heron Society monthly thank you notes.
  • Order and maintain inventory of apparel for staff, Heron Society Board of Directors, and donations.
  • Coordinate the online apparel program.
  • Assist in the mailing of the annual Heron Society membership appeal.

Special Events

  • Provide support for William Smith Athletic Banquet, Heron Hall of Honor and other departmental special events.
  • Assist in the organization and set up of all Peak Performance Plan workshops for student-athletes and department staff.

Perform other responsibilities at the request of the Director of Athletics, Associate and Assistant Director of Athletics.

QUALIFICATIONS:

High school diploma (or equivalent) and at least three years of relevant (e.g. secretarial, event planning) experience required. Associate degree preferred. The ideal candidate will be a highly organized individual, able to work under certain degrees of pressure in a fast paced, deadline driven environment. In addition, the candidate must have excellent written and oral communication skills and have the ability to handle multiple projects with minimal supervision. The candidate must be proficient with Microsoft Office products (e.g. Word, Excel, PowerPoint). Ability to keep information in confidence required.

  • Correct English usage, spelling, grammar and punctuation
  • Current technology and software applications including Microsoft Office applications
  • Office organization, procedures and practices
  • Business letter writing and report preparation
  • Receptionist and telephone techniques

OTHER INFORMATION:

This is a full-time, 12-month, benefits-eligible position within the Collective Bargaining Unit. The position is a Grade 16 with a starting rate of pay of $12.55 per hour. Normal hours of work are 8:30 a.m. to 5:00 p.m. during the academic year and a possible shortened workweek during the scheduled summer hours time period. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

APPLICATION INSTRUCTIONS:

This is an internal posting at this time. External applicants should apply after the job posting down date of Friday, November 9, 2012.

 Review of applications will begin immediately and continue until the position is filled. Interested applicants should send a cover letter, resume and the names with contact information of at least three references to:

Office of Human Resources
Hobart and William Smith Colleges
337 Pulteney Street
Geneva, NY 14456
e-mail: ferran@hws.edu
EOE

Hobart and William Smith Colleges are committed to attracting and supporting faculty and staff that fully represent the racial, ethnic, and cultural diversity of the nation and actively seek applications from under-represented groups. The Colleges do not discriminate on the basis of race, color, religion, sex, marital status, national origin, age, disability, veteran's status, sexual orientation, gender identity and expression or any other protected status.

Hobart and William Smith Colleges are a highly  selective residential liberal arts institution located in a small, diverse city in the Finger Lakes region of New York State.  With an enrollment of approximately 2,200, the Colleges offer 62 majors and minors from which students choose two areas of concentration, one of which must be an interdisciplinary program.  Creative and extensive programs of international study and public service are also at the core of the Colleges’ mission.