Athletics Operations Coordinator (Administrative Support Coordinator II)

California State University, Fullerton•Fullerton, CA

2d•$4,367 - $6,362

About The Position

The Athletics Operations Coordinator provides administrative and operational support to the Associate Athletic Director, Chief Financial Officer, and other administrative staff in the Department of Athletics. Under general direction, the role makes independent decisions about day-to-day operations and manages monthly credit card reconciliation for Athletics staff and coaches, with full accountability for workflow. The coordinator supports and guides head coaches with monthly reconciliation related to team travel, credit cards, and recruiting trips; serves as a liaison for team travel arrangements; and manages relationships and operations related to the department’s accounts receivable and accounts payable needs. The position also maintains filing systems and records retention for support areas, creates and manages event contracts, maintains the department master calendar, and serves as a campus liaison to other departments. The role regularly uses discretion and independent judgment when handling confidential materials and sensitive situations, including evaluating matters and making recommendations. Other duties may be assigned.

Requirements

High school diploma or equivalent and three years of general office, clerical, or administrative support experience, or equivalent; vocational-school training or full-time college education may substitute for experience on a year-for-year basis.
Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures.
Thorough mastery of English grammar, punctuation, and spelling.
Expertise using office software packages, technology, and systems.
Ability to independently handle multiple work-unit priorities and projects.
Ability to independently interpret and apply policies and procedures and use judgment and discretion when precedents do not exist.
Ability to troubleshoot most office administration problems and respond to inquiries and requests related to the work area.
Ability to understand problems broadly and anticipate the impact of office administration problems and solutions on other areas.
Ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference.
Ability to effectively write and present reports.
Ability to handle interpersonal interactions at all levels, including highly sensitive situations.
Ability to use negotiation and persuasion to achieve results and expedite projects.
Valid California driver’s license.
Satisfactory completion of a background check, including a criminal records check.
Maintain working knowledge of relevant NCAA and conference rules and report any noted concerns or violations.
Meet regular attendance requirements, which are considered an essential job function.

Nice To Haves

Bachelor’s degree from an accredited four-year college or university.
Front-line customer service experience.
Familiarity with a campus environment and a fast-paced work environment.
Experience handling confidential materials.
Interest in or experience with intercollegiate athletics.

Responsibilities

Provide administrative and operational support to the Associate Athletic Director, Chief Financial Officer, and other Athletics administrative staff.
Make independent decisions regarding day-to-day operations.
Manage monthly credit card reconciliation for Athletics staff and coaches and oversee the related workflow.
Support and guide head coaches in monthly reconciliation for team travel, credit cards, and recruiting trips.
Coordinate and support travel arrangements for teams.
Manage relationships and operations related to department accounts receivable and accounts payable.
Maintain filing systems and records retention for Athletics support areas.
Create, maintain, and execute event contracts.
Manage the department master calendar.
Serve as a liaison to departments across campus.
Use discretion and independent judgment in handling confidential materials and sensitive situations, including evaluation and recommendations.
Maintain working knowledge of relevant NCAA and conference rules and report concerns or violations.