Administrative Coordinator

EXPIRED

Provides essential office and administrative support for athletic administrators, coaches and athletics day to day operations.

Work Days: Monday - Friday

Shift Start/End Time: 8:30am - 5:00pm

Hours Per Week: 37

Weeks Per Year: 52

Position Title: Administrative Coordinator

Pay Status and Classification: Non-exempt, Regular Full-time

Work Location: This position is not eligible for a hybrid work schedule

Supervisor: Director of Athletics

Provides essential office and administrative support for athletic administrators, coaches and athletics day to day operations.

Work Days: Monday - Friday

Shift Start/End Time: 8:30am - 5:00pm

Hours Per Week: 37

Weeks Per Year: 52

Position Title: Administrative Coordinator

Pay Status and Classification: Non-exempt, Regular Full-time

Work Location: This position is not eligible for a hybrid work schedule

Supervisor: Director of Athletics

Position Purpose:  Provides essential office and administrative support for athletic administrators, coaches and athletics day to day operations

Essential Responsibilities and Duties:

• Serve as administrative support for the Director of Athletics scheduling meetings, successfully keeping meeting notes and files, coordinating and organizing online files for various projects, and coordinating correspondence as needed.

• Successfully liaison with various departments to coordinate athletics operations (i.e. dining, residential life, transportation, ITS, special events, catering, venue/room scheduling (25Live).

• Coordinate with dining and Residential Life for pre-season and break meals and housing.

• Coordinate team travel needs for the Department.

• Oversee department online payroll program.

• Create, distribute and confirm electronic game contracts.

• Coordinate new employee onboarding and exiting with Human Resources.

• Hire, train and daily oversight of in person Work Study students to assist in athletic department daily operations.

• Effectively work with Ticket Managers/Business Operations and fill in when needed.

• Assist Athletics administrators with Special Events including Senior Awards Ceremony and Hall of Fame.

• Oversee athletic department gym memberships, ordering of supplies for the athletics department, and official’s payment program.

• Assist VP of Student Affairs with setting up meetings, processing invoices and data entry needs.

Qualifications:

• Associate’s degree and three to five years of administrative experience, or a combination of relevant education, training, certifications, and/or work experience. Experience working in a higher education and a small liberal arts environment is preferred. 

• The applicant must be a U.S. citizen or permanent resident to fulfill the role of Designated School Official (DSO), in compliance with federal regulations.

• Extensive knowledge of Microsoft Office, especially Excel, and Google Suite (Gmail, Google Calendar, Google Docs, etc.). Experience with customer relations management (CRM) systems (e.g. Slate, Colleague) preferred.

• Experience using or ability to learn scheduling, catering, and survey software (i.e. 25Live, Catertrax, Qualtrics). 

• Exceptional interpersonal and communication skills.

• Ability to work onsite in an office environment including the ability to stand and sit for extended periods. 

• Ability to exercise exceptional judgment, ensure strict confidentiality of sensitive and protected student information, and demonstrate outstanding professionalism in a range of situations. 

• Ability to think critically, adjust accordingly and escalate when appropriate.

• Ability to work independently under general supervision in a flexible work environment, take initiative on projects, and prioritize competing demands.

• Ability to foster and enhance a thriving, culturally diverse, and inclusive learning community, while promoting a sense of belonging among students, faculty, and staff colleagues.

• Able to proactively identify and pursue relevant learning and professional development opportunities and apply new knowledge, insights, and skills to enhance results.

Compensation:

The hourly range for this position is $22-24 per hour. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting.

Location: Schenectady, NY

We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications.

We offer exceptional benefits including:

• Generous Vacation, Sick, and Personal Time

• Winter Recess Break in Addition to Paid Holidays

• Healthcare, Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts)

• Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs

• Employee Scholarships toward Certifications, Seminars, Training and Professional Development

• Pre and Post Tax participation in a 403(b) Retirement Plan

• Salary Continuation Program in the event of Disability

• Tuition Assistance Program for Employee, Spouse and/or Dependents

Background Checks: In accordance with our background check policy, finalists for hire will undergo a background check that includes education, employment, and criminal convictions.

E-Verify Participation:  Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. Learn more about E-Verify and your Right to Work (Derecho a Trabajar).

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