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Job Summary:

Provide confidential administrative support within the Intercollegiate Athletics and Campus Recreation department and in direct support of the Director. Maintain the Director’s calendar, arrange staff meetings, organize and coordinate special projects, events and programs (Senior Brunch, Scholar-Athlete Luncheon, Hall of Fame). Prepare and process appointment letters, forms, and transactions through Oracle the College’s Human Resources and Financial Information system. Assist with all confidential personnel matters including student-athlete evaluations. Assist in preparing and monitoring office and department budget(s); assimilate data and assist in the preparation of comprehensive reports; compose and prepare confidential and other correspondence and materials and maintain all records, files, and documents. Serve as liaison with campus offices, coaches, staff, and students regarding department operations. Maintain and ensure the confidentiality of all office records and files.

Supervision:

This position reports to the Director of Intercollegiate Athletics and Campus Recreation. This position will provide day-to-day direction and guidance to various student assistants assigned to the Intercollegiate Athletics Department.

Job Responsibilities:

+ Serve as the first point of contact within the Intercollegiate Athletics and Campus Recreation. department located in the Athletics and Events Center; develop and maintain effective working relationships within the department, campus community, and with individuals having contact with the office; respond to questions or inquiries as appropriate; refer unusual matters to the director.

+ Manage the Director’s calendar including coordinating meeting schedules, conference calls, and appointments; arrange detailed travel plans; manage logistics and compile itineraries and prepare materials. Assist with Athletics Advisory Council communications and donor relations.

+ Provide primary administrative support for the director to include preparing confidential documents, proposals, correspondence, reports, and agreements. Compile information and assist with reporting data. Answer telephone, email inquiries, and mail and redirect to appropriate departments or personnel; process on-line travel authorizations and expense reports for the director. Maintain correspondence and other communications for the department.

+ Maintain confidential personnel files; prepare paperwork and process information for new coaches and other staff hires; prepare and process appointment forms for all coaching positions; enter personnel and payroll data to be processed.

+ Coordinate team travel with bus companies and hotels. Ensure travel itineraries and hotel contracts are executed for team travel.

+ Assist with Budget Operations including team travel reconciliation for assigned sports. Process travel and expense reports. Assist in maintaining budget records and tracking of financial commitments for specific events, programs, and/or activities. Process purchasing, EZ Pay, ProCard and other transactions and payments through, the Human Resources and Financial Information System.

+ (Assign to a coach)? Coordinate team travel by bidding and securing bus transportation and hotel accommodations. Create and maintain master schedule for team competitions and travel arrangements.

+ Process requisitions using the on-line recruitment system; serve as liaison with the Office of Human Resources regarding the hiring process for new staff and coaches; review guidelines; oversee the preparation of Waivers to Post, Authorization for Recruitment and Recommendations for Hire; work with the director to finalize new appointment forms and offer letters. Process transactions to update staff and faculty information within the Human Resources and Financial Information System.

+ Process requisitions using the on-line iProcurement system and enter EZpay requests using the on-line financial information system Parnassus. Maintain accounts and budget ledgers and submit bills for payment. Provide updated information, data and reports as required or requested from the director.

+ Support department finance and budget management with supervision of specific sport program expense report management. Work with Associate Director of Athletics for Finance and Administration on budget development, management and reporting.

+ Maintain the department computer inventory and assist with support for all coaching and administrative staff.

+ Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.

+ Provide direct assistance to the director for special acknowledgement letters to donors and monitoring private donation accounts. Develop and maintain working relationships with alums and guest visitors; assist with preparation of on-and-off campus events.

+ Attend meetings and record, prepare and distribute the agendas and minutes; maintain archival record of minutes.

+ Provide direction and guidance regarding office policies and procedures and serve as an information source for coaches, staff and students.

+ Order office supplies using the on-line vendor and ProCard purchasing programs; communicate the correct procedure for utilizing departmental funds.

Qualifications:

Associate’s degree and a minimum of 2 years’ experience providing administrative support for senior level management or the equivalent combination of education and experience; excellent organizational, written and verbal communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment; strong attention to detail; familiarity with intercollegiate athletics programs; extensive knowledge of various word processing, spreadsheet and database software applications; proven ability to process sensitive and confidential information, and previous budget management experience are required. Experience in a college or university setting is preferred.

Work Environment:

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor environment. The incumbent will be required to operate a personal computer and associated equipment such as computer printers and other office equipment used in the day-to-day office operations. The incumbent may be required to deliver or pickup various correspondences or materials from other on campus locations and must be able to walk drive or make alternative transportation arrangements.

This position is 37.5 hours per week, 52 weeks per year.

Application Instructions:

Interested applicants must apply online and attach a resume, cover letter, and list of three professional references. Questions about online applications should be directed to the Office of Human Resources at (607) 274-8000 or [email protected].

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

Hiring Range:

$20 to $23 per hour, commensurate with qualifications and experience.

We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including:

• Healthcare including vision and dental

• Generous Paid Time Off Policies

• 403B Retirement Savings Plan with Matching Employer Contribution

• EAP

• Flexible Work Plans

• Educational Benefits

• Career-Enhancing Trainings

• For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness

In an effort to promote campus safety and the security of College resources, Ithaca College will, consistent with the requirements of the law and prudent practices, conduct criminal background investigations per College policy. This position is subject to a criminal background check. All offers of employment are contingent upon review of the criminal background check.

At Ithaca College, a comprehensive residential campus community of approximately 5,000 students, we strive to be at the forefront of the higher education landscape. We offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.

We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history. We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.

We welcome different ways of thinking and look for candidates with unique points of view and life experiences. We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills. Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.

When reviewing candidates, we are looking for indicators of a number of core competencies. Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable. They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.

Nestled in the heart of New York State’s scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center. Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplinger’s as one of the top 10 places to live in the United States.

To learn more about Ithaca College, visit us at http://ithaca.edu