Office Specialist, Athletics - Full-time / Part-time

Job Title: Office Specialist, Athletics
Location: Kendall Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 1006889
Job Details

Job Family

STAFF - Support Non-Exempt (SNE)

Grade

12

Salary

$21.31 - $26.65

Department

Intercollegiate Athletics

Reports To

Director of Intercollegiate Athletics

Closing Date

May 22, 2024

FLSA Status

Non-Exempt

First Review Date

April 1, 2024

Job Summary

The Office Specialist provides advanced and complex administrative and clerical level support to a District Office or Campus Department. The position works as part of the office’s staff support team and provides assistance to the department and its leadership.

Duties & Responsibilities

• Oversees day-to-day administrative office operations
• Serves as the liaison with other District or Campus departments
• Prepares on-line payrolls, agreement for services, budget transfers, staffing reports and other disbursement or billing requests in accordance with budget and applicable requirements
• Provides support to managing the budget and reconciles financial statements
• Plans and schedules meetings and campus/college-wide events
• Provides assistance in setting up rooms, equipment and hospitality for visitors
• Handles highly sensitive and confidential material and monitors and maintains records
• Prepares correspondence and assists in compiling reports for internal and external distribution
• Handles external and internal inquiries from public, faculty, students, and staff and follows-up with appropriate action
• Produces electronic information by transcribing, formatting, imputing, editing, retrieving, copying and transmitting text, data and graphics
• Provides assistance in guiding and training part-time department staff; provides feedback as needed
• Answers telephone, screens callers, relays messages and greets visitors
• Performs other duties as assigned

Minimum Requirements

• Associates degree from a regionally accredited institution in a related field and four (4) years of experience in an advanced administrative support position; or any combination of education and experience
• All degrees must be from a regionally accredited institution
• Knowledge and understanding of College organization, goals and objectives, and policies and procedures
• Proven experience in student Services (e.g., recruitment, advisement) or academic affairs (e.g., teaching, curriculum development)
• Knowledge of current developments/trends in educational reform
• Possess excellent organizational and communications skills (both oral and written)
• Proficiency in Microsoft Office applications and solid computational skills
• Ability to work collaboratively and effectively with constituents, departments, community based organizations in a diverse community
• Ability to write reports, business correspondence, and procedure manuals
• Ability to effectively present information and respond to questions from senior management, groups of mangers, clients, customers, and the general public
• Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents
• Ability to work a flexible schedule to include evening and weekend assignments
• Ability to work in a multi-ethnic and multicultural environment with students, faculty, and staff

Preferences

• Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, will receive preference and priority for this job vacancy. In addition, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements outlined in this job vacancy and are encouraged to apply for the positions being filled.

Additional Requirements

• The final candidate is to successfully complete a background screening and reference check process.