Department Assistant II

University of Tulsa • Tulsa, OK

411d

About The Position

The Department Assistant II at The University of Tulsa plays a crucial role in the Campus Recreation team, serving as the first point of contact for the department. This position involves a variety of secretarial duties, including managing departmental files, supervising student staff, and handling membership processes for the Collins Fitness Center. The role requires strong customer service skills and the ability to manage social media accounts, ensuring effective communication and promotion of fitness center programs.

Requirements

• Strong verbal and written communication skills.
• Attention to detail in planning, assessing, and reporting.
• Familiarity with recreation & wellness.
• Proficiency in Adobe Photoshop, PowerPoint, Microsoft Access, Google Docs, and social media.
• Associate's degree and 2-3 years of customer service experience.

Nice To Haves

• Bachelor's degree preferred.

Responsibilities

• Greet and assist all members, guests, and visitors in a friendly and professional manner.
• Provide information on fitness center programs, membership options, and facility policies.
• Handle inquiries, resolve complaints, and address member and guest needs promptly.
• Process membership applications, renewals, and cancellations.
• Assist with managing and updating the membership database.
• Manage and update the fitness center's social media accounts.
• Create and post engaging content to promote fitness center programs, events, and services.
• Oversee daily operations of member/guest services, including answering phones and managing emails.
• Facilitate member check-ins and ensure accurate tracking of facility usage.
• Supervise and mentor Collins Fitness Center student staff in member/guest services and fitness programs.
• Assist in recruiting, training, and scheduling student staff.
• Provide feedback and conduct performance evaluations for student employees.
• Review incident reports and escalate issues to the Associate Director of Wellness and Recreation or other relevant personnel as needed.
• Review daily shift reports to ensure seamless communication across shifts.
• Audit and record daily fitness center usage, including member check-ins and class participation.
• Monitor the cleanliness and condition of the Collins Fitness Center and report any maintenance or safety concerns.
• Maintain and track inventory of fitness center supplies and equipment.
• Ensure inventory levels are sufficient and place orders for supplies as needed.
• Maintain climbing wall instructor certification and assist with the operation of the climbing wall.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree