Admin Assistant III Athletics and Student Life

Position Summary
Under the direction of the Dean of Students, the Administrative Assistant III – Athletics & Student Life performs a variety of complex clerical and administrative support duties to expedite administrative functions of the Athletic and Student Life Departments and in support of the Dean. Provides detailed and comprehensive organizational and office management

Examples of Duties

Essential Duties and Responsibilities

1. Act as official liaison to the office of the Dean, resolve issues and problems within the defined decision making authority for the position; respond to issues and call from students, faculty and staff.

2. Provide organizational and office management support to Dean, including processing incoming and outgoing correspondence, scheduling meetings and appointments, makes travel and room reservations; directing visitors and phone calls, recording minutes of department and Booster Club meetings, maintaining division files and inventory of equipment and supplies, etc. Examples include:

a. Assists with the determination of student-athlete eligibility for prospective, initial, and ongoing eligibility and financial aid.

b. Maintains all student-athlete eligibility files.

c. Supports and implements sponsorships, partnerships, media contracts and in-kind agreements

d. Works closely with the CWC Booster Club to coordinate athletic fundraising events

e. Maintain division faculty course syllabi and faculty schedules, including posting faculty schedules

f. Coordinate the completion of adjunct contracts and associated new hire documentation as necessary and overload contracts for faculty; prepares and distributes new-hire paperwork.

3. Maintain detailed and accurate fiscal records for department, including processing purchase requisitions, purchase orders, invoices, and reconciliation of multiple budgets; compile various details specific to fiscal and operational reporting requirements; evaluates quality of data and determines appropriate applications for data in compliance with report specifications; ensure proper coding and posting of accounts payable 2 expenditures; monitor multiple program budgets to ensure compliance with established fiscal guidelines and limitations.

4. Assist with all athletic department functions including assist with event management, tournament planning and facility scheduling, staffing home and selected away events and supervises game day/statistical crews, updates all news and features on official athletics website while also providing coverage on digital and social media platforms. Examples include:

a. Coordinates internal game day management, including staffing for statistics and game day tasks

b. Oversees game day scheduling, responsible for all pregame/postgame set up/tear down

c. Executes all game day promotions and sponsorships.

d. Manages all game day contracts with officials, referees and all game day contracted employees.

e. Updates official athletics website and digital and social media platforms.

5. Supervise part-time and student employees, including scheduling, training and making work assignments.

6. Updates, maintains and compiles all information for the student handbook.

7. Performs other related duties as requested and assigned.

Typical Qualifications

Position Specifications and Minimum Qualifications
Education

• Graduation from college with an bachelor's degree in office management, general business or public administration, or directly related field from a regionally accredited institution of higher learning recognized by the US Department of Education.

Experience

• Two (2) years of directly related experience, preferably in a higher education setting.

Licenses/Certifications

• Possess a valid Wyoming Driver’s License and be insurable by the College’s insurance carrier.

Equivalency Statement

• Equivalent combinations of education and experience from which comparable knowledge and abilities can be acquired may be considered on a case-by-case basis.

Desired Qualifications

• Master’s degree in related field.
• Experience in college athletics

Knowledge, Skills, and Abilities

Knowledge and use of telephone etiquette, basic public relations and customer service techniques.

Knowledge of athletics (NIRA & NJCAA), student life and co-curricular activities

Knowledge of facility scheduling software.

Knowledge of CWC policies, procedures and practices.

Skill in the operation of personal computer, calculator, phone pod, classroom projection systems, scanners, copy machine, telephone.

Ability to communicate effectively, verbally and in writing with a diverse population; relate in a professional, helpful manner in person and over the phone that demonstrates exceptional customer service;

Multi-task and organize, prioritize, and follow multiple projects and tasks through to completion; work independently in meeting various time deadlines and work pressures; effectively identify and resolve problems related to every-day administrative operations; perform basic mathematical calculations;

Maintain strict confidentiality related to sensitive administrative information;

Operate personal computer (windows) in utilizing various programs (MS Word, PowerPoint, Excel, Google Applications for Education etc.) to produce or compose complex documents, reports and records; operate standard office equipment.

Ability to promote a positive atmosphere of teamwork and cooperation both with the college, and community.

Ability to develop and maintain effective working relationships with executives, managers, supervisors, fellow employees, vendors, contractors, and the public.

Ability to react well under pressure, handle and balance multiple demands at one-time, work with frequent interruptions and perform duties and tasks with limited errors and a heightened attention to detail.

Ability to effectively identify and resolve problems related to every-day administrative operations.

Level of Supervision

• This position operates under the direct supervision of the Dean of Students. May provide immediate to close supervision to part-time, temporary or seasonal work study students.

Working Environment

• Reasonable accommodation will be extended to otherwise-qualified individuals with a legally recognized disability.

Equipment Used

• Work is performed using standard office equipment, athletic equipment and requires the use of an automobile.

Physical Requirements

• Tasks require a variety of physical activities, which occasionally involve muscular strain, such as walking, standing, stooping, sitting, reaching and light lifting. Regular talking, hearing and seeing required in the normal course of performing for the job. Common eye, hand, finger dexterity required to perform some essential functions. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Ability to operate a motor vehicle.

Environmental Conditions

• Work is performed in the office with occasional work outside of the office. Evening and/or weekend work is sometimes needed. Work occasionally requires travel

CWC is an Equal Opportunity Educator and Employer. We are committed to a multicultural environment and strongly encourage applications from women, minorities, veterans, and persons with disabilities.

If you have a disability and would like to request an accommodation to apply for a position, please call 307-855-2112 or email cwchr@CWC.edu.

Job Type: Full-time

Pay: $40,484.00 - $45,544.00 per year

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Riverton, WY 82501: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Customer service: 2 years (Preferred)

Work Location: In person

Salary : $40,484 - $45,544