Athletics Office Assistant

Under the daily supervision of the Director, the Athletics Office Assistant provides clerical and administrative support to a program, office, and facility. The individual provides receptionist services or other direct contact for administrators, staff, and students; prepares and processes paper or electronic documents and maintains files; fills out and reviews forms, enters data into computers, prepares, sorts and distributes mail; assists with meetings, manages calendars, appointments, travel, and communications of executive team; coordinates special events and meetings; drafts and manages correspondence and communications to department; compiles and maintains reports and records; provides clerical support for executive team; and manages complex, sensitive and confidential information related to athletic department operations.

GENERAL DUTIES

• Serves as the first point of contact for athletics administration suite; submits and logs requisitions and purchase orders; assists with hiring, on-boarding and termination/exit administrative processes and implementation of office systems, policies and procedures.
• Performs department clerical work; may answer and attend to telephone calls; maintain records, operate office machines, issue keys and identification cards, act as messenger, and perform related tasks as required
• Type letters, memoranda, charts, and similar materials
• Attends to inquiries for fitness center memberships, when necessary
• May collect and compile data, code data for computer entry, perform data entry, and run computer reports
• Enters and maintains departmental records, including spending, office inventory, rosters, directories
• Organizes and maintains paper and/or electronic files using established procedures; retrieves files as requested;
• Prepares, reviews, corrects, administratively codes, and processes routine office forms, using established standards; performs basic calculations and computations to complete forms.
• Assists with all scheduled departmental events including but not limited to the annual sports banquet
• Prepares check requests, team travel, reimbursements and payments, routes for appropriate signatures, and distributes.
• Prepares purchase requisitions and procurement card purchase requests; purchases supplies and equipment; processes invoices; routes for appropriate signatures; and distributes.
• Distributes purchased items as they arrive.
• Reconciles monthly reports, including but not limited to expense reports.
• Attends departmental meetings and records minutes and attendance; may serve on committees; and provides other support to executive team as needed.
• Maintains department facilities calendar, including rentals.
• Corresppnds with College budiness office in ensuring efficient purchasing and payment processes.
• Enters department and facility work orders and requests to Buildings & Grounds and to Safety.
• Other related duties as assigned.

CAMPUS SPECIFIC INFORMATION

• May require limited night or weekend work
• Adheres to all CUNY, Lehman and/or NCAA policies and procedures
• Knowledge of office management and employment policies, best practices and procedures
• Working knowledge of CUNY First software a bonus
• Ability to perform and/or coordinate a variety of tasks simultaneously and with accuracy
• Communicate effectively verbally and in writing; and establish and maintain effective working relationships with faculty, staff, students and the general public
• Effective organizational and interpersonal skills and sufficient technological savvy to perform job duties at an advanced level and meet deadlines

MINIMUM QUALIFICATIONS

• Bachelor’s Degree in any discipline
• Excellent customer service skills
• Knowledge of Microsoft Word, Excel and Outlook
• Ability to take initiative
• Willingness to learn and adaptability
• Must demonstrate sufficient skills to perform the duties of the assigned tasks

COMPENSATION

Commensurate with experience

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.

Job Types: Full-time, Contract

Pay: $45,000.00 - $50,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Tuition reimbursement

Schedule:

• Day shift
• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Ability to Relocate:

• Bronx, NY 10468: Relocate before starting work (Required)

Work Location: In person