Provide administrative support for club sports, intramurals, and sports camps in DAPER and provide a consistent, dedicated and professional presence at the reception desk in receiving visitors, answering the phone, and contacting staff to confirm appointments. Ensure a high level of customer service through consistent execution of Department of Athletics, Physical Education and Recreation and Institute policies and procedures.
Assist Manager of Club Sports and Intramurals in managing the functions assigned, including hiring paperwork, payroll, registration, deposits, equipment distribution, and scheduling.
Provide administrative organization and facilitate registration for Day Camp and other Sport Camps.
Coordinate payments and reimbursements for intramural participants.
Support club sport and intramural student leaders with all their daily functions.
Coordinate DAPER parking communications, needs and requests.
Develop marketing ideas to promote club sports, intramurals and summer day camp.
Assist with event planning and supervision of club events and intramural games as needed.
Reserve facility space and assist with scheduling of club sports and intramurals.
Manage documents and meeting schedules for club sport teams and intramural league managers.
Assist in keeping webpage design and social media content up to date.
Assist with program evaluation forms and participant feedback surveys.
Assist in overseeing interns and part-time workers on special projects.
Other duties as assigned
Contribute to the over-all effectiveness, friendliness, and efficiency of department operations by providing a consistent, dedicated and professional presence at the reception desk in receiving visitors, answering the phone, and contacting staff to confirm appointments.
Coordinate mailing services, meeting reservations, and FedEx shipments for the department.
Help maintain department databases for email addresses, home addresses and phone numbers as well as department email lists.
Maintain the supply room, printing areas, and kitchen including monitoring inventory, ordering supplies, and managing the general appearance of the areas.
Keep records of budgetary and purchasing transactions for office supplies.
Maintain records on equipment sign-out such as laptops or other DAPER owned inventory and assist with usage when necessary or required.
DAPER Parking Coordinator assist different Department managers in acquiring parking for their staff.
Other duties as assigned
Education: Bachelor’s degree preferred.
Experience: 2-3 years direct or related experience in collegiate sports preferred. 2-3 years direct or related experience in customer service role required. Previous experience in general office management is highly desirable.
Exceptional computer skills including but not limited to Microsoft Office, Microsoft Outlook, and Filemaker, and ability to learn other departmental software systems.
Ability to multi-task and handle frequent interruptions at reception desk.
Ability to independently organize, prioritize, and carry out detailed procedures with minimal supervision. Initiative, resourcefulness, and ability to manage work are essential with particular attention to detail, individual needs, and timelines.
Must exhibit tact and mature judgment in handling confidential information. Excellent communication and interpersonal skills required; as are proficient writing, editing, and proofreading skills.
Professional attitude in receiving guests and visitors to the DAPER office area is essential.
Familiarity with e-mail and electronic calendars is required.
A flexible approach to the working environment is essential as some weekend and evening work will be required.
Internal Number: 17536
About Massachusetts Institute of Technology
Massachusetts Institute of Technology is an independent, coeducational and privately endowed university which admitted its first students in 1865. Today, MIT is one of the world's leading universities, with the primary purpose of education and research.
MIT is organized into five schools which contain twenty-one academic departments, as well as many interdepartmental programs, laboratories and centers. The Institute is committed to providing students with a strong scientific, technical and humanist foundation and encouraging them to develop creativity in defining problems and seeking solutions. Enrollment at MIT includes over 4,300 undergraduate students and over 5,400 graduate students.
MIT is located on 153.8 acres in Cambridge, MA (on the MBTA's Red Line) and extends more than a mile along the scenic Charles River Basin. We employ over 10,000 individuals, both on campus and at Lincoln Laboratory in Lexington, MA. The MIT culture is rich with intellectual and cultural stimulation and provides unlimited opportunities for personal and professional growth. We take pride in offering our employees greater autonomy, flexibility, and an opportunity to grow and learn new skills.
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