Requisition Number: 2022S119Posting Full Time/Part Time: Part Time Division: Athletics Department: Recreation Sports
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.
Accountabilities: This position is full-time (37.5 hrs/week), 10 months each year, typically mid-August to mid-June 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.
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.
Three or more years of administrative experience is preferred.
Knowledge of the Physical Education and Recreation areas.
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.
Other Information 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.
Work Schedule: Weekdays
Job Open Date: 08/26/2022
Job Close Date: 10/30/2022
Open Until Filled Yes
Special Instructions Summary
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 Campus Safety Department 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. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at firstname.lastname@example.org. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.