Recreation & Athletics Specialist 1

Posting Details
Position Information
Position Title
Recreation & Athletics Specialist 1
Working Title
Location
Olympia
EEO Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran. For more information regarding Evergreen's non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at www.evergreen.edu/equalopportunity or contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.
Union Represented
Yes
Overtime Eligible
Yes
Monthly FTE
1.0
Salary Step (minimum monthly amount)
$2,918.00
Salary Step (maximum monthly amount)
$3,859.00
Cyclic Position
No
Cyclic Details
n/a
Project Position
No
End Date
n/a
Special Note
This is a full-time, overtime eligible position in Recreation and Athletics on the Olympia Campus of The Evergreen State College.
Position Purpose
This position provides specialized program support across Recreation and Athletics and serves as departmental liaison to the campus community, campus visitors, visiting teams, community members, and patrons.
The incumbent performs a broad range of operational support, including customer service, greeting patrons, responding to inquiries, maintaining a comprehensive calendar and schedule for the department, assisting with student athlete eligibility and compliance through data entry and tracking documents and workflows, making travel arrangements, assisting with game and event management, including correspondence with visiting teams and other guests, coordinating membership/business transactions, assisting with camp registrations and arrangements, and tracking facility and equipment usage.
Nature and Scope
This position reports to the Director of Student Wellness, Recreation, and Athletics (SWRA) and works under general supervision to support the day-to-day operation of the Costantino Recreation Center (CRC) facilities and programs, including intercollegiate athletics (Men's and Women's Soccer, Men's and Women's Basketball, Men's and Women's Wrestling, Men's and Women's Track & Field, and Men's and Women's Cross-Country, and Women's Volleyball), recreation activities, events (including The Outdoor Program), and facility rentals.
Essential Functions

• Serve as a primary resource and support for the Director of SWRA, managing appointments and calendars and coordinating and making arrangements as necessary.
• Perform general clerical duties, such as greet and provide welcome and hospitality to visitors, answer and route telephone calls, retrieve and process mail, establish and maintain accurate paper and electronic record keeping systems and files, revise forms, keep shared workspaces organized, order office supplies, and maintain office procedures manuals. Monitor Schedule Evergreen for requests, update master calendars, and make event preparations including notifying CRC staff and other areas of the college that are involved in or need to be aware of upcoming events, such as Parking and Conference Services, Police Services, Facilities, etc.
• Participate in hiring and lead the work of approximately twenty Student Operations employees and up to Student Leads responsible for assisting in the daily operation of the CRC and for the preparation and recovery of buildings and tennis courts from scheduled events conducted to generate revenue for the department and the college.
• Update calendars for Recreation and Athletics leadership on a daily basis, including the Director and Assistant Director by scheduling meetings, reserving meeting space, and making meeting arrangements.
• Participate in team meetings for the Recreation and Athletics unit and Student Wellness, Recreation, and Athletics department.
• Update shared departmental and facilities calendars to include staff meetings, games, events, recreation activities.
• Collect and process membership/facility use information, student athlete forms, camp registration, tournament registration, etc.
• Collaborate with CRC staff to ensure events are fully staffed and set up appropriately; oversee or perform duties, such as setting up chairs/bleachers, concession stand coverage, ticket taking, printing/distributing programs, etc.
• Respond to and problem solve urgent indoor and outdoor facility needs, such as finding coverage for shifts, handling patron issues/complaints, providing on the job guidance to student and temporary employees, etc.
• Generate and send correspondence, such as directions to campus and relevant parking and facility information, to visiting athletic team representatives.
• Receive and process small-scale space rental requests and coordinate assigned events, including completion of rental forms with outside groups, scheduling event setup and takedown, and supporting crews performing set up and take down; forward medium- to large-scale space rental requests to Conference Services.
• Plan, organize, and direct assigned events and programming, such as events with Speedy mascot, prospective athlete visitor day, tournaments, etc.
• In consultation with CRC fiscal staff and as assigned, process business, travel, and expense forms, make travel arrangements (hotel and meal reservation and collect rosters and travel authority signatures), and process reimbursements and other requests.
• Provide support for Camp Speedy summer camp, including preparing and posting materials and schedules online and via social media, processing online and in person registration, troubleshooting logistical issues, creating sign-in sheets and schedules, sending correspondence, coordinating lunch tickets, entering camp details (cost, schedule, etc.) in purchasing system and suggesting future improvements/schedule changes.
• Promote and market sports, camps, and other departmental events; update and maintain relevant information on departmental website, social medial, and written materials, collaborating with Marketing and Communications staff as needed.
• Monitor facilities to ensure safety, quality, and a clean, aesthetically pleasing appearance; initiate and track facility work orders and oversee and coordinate the upkeep, maintenance, and safety work performed by Facilities and Custodial staff.
• Facilitate the indoor rental program, including creating promotional material independently and in collaboration with Conferences Services, and Marketing and Communications staff to market the indoor rental program to internal and external audiences, communicate established procedures, ensure compliance, and schedule/coordinate spaces.
• Track, input, and analyze data on volume of equipment use, age of equipment for purchasing purposes, classes and recreational activities participation, etc. and provide reports to Director.
• Compile data and prepare quarterly, yearly, and ad hoc statistical reports for review.
• Provide training and direction to student and temporary employees and Project Search Interns. May take occasional observational field trips to other facilities as assigned.
• Perform other duties and projects as assigned by the Director.

Additional Duties
Knowledge Skills and Abilities

• Outstanding attention to detail.
• Initiative in problem solving and ability to organize and perform multiple tasks within expected time lines.
• Strong interpersonal, presentation, and written communications skills with the ability to communicate complex information and ideas in person and in writing to a wide variety of audiences, including internal and external groups and individuals throughout the department and across all programs.
• Excellent public relations and customer service skills in person, electronically, and by telephone with the ability to respond to difficult situations with a respectful and professional demeanor.
• Ability to plan, organize, and direct a variety of ongoing and overlapping programs and activities.
• Ability to work under pressure, exercise good judgment, and handle multiple tasks requiring attention to detail in an open office environment and throughout all department spaces.
• Ability to communicate respectfully and work effectively with people of diverse backgrounds and to foster a climate of equity and belonging.
• Ability to function independently and as a team player.
• Proficient in the use of standard office equipment and software applications, including advanced level scheduling, Microsoft Office, Acrobat, Zoom, social media platforms, and web content management systems.
• Ability to use social media platforms to maximize audience engagement.
• Ability to train, direct, and lead student and temporary employees.
• Ability to coordinate assigned space rental requests in a way that maximizes use and revenue generation while preserving the stability of the facilities involved.
• Ability to create, organize, and maintain paper and electronic record keeping systems and files.
• Familiarity with campus resources to be able to refer inquiries to the appropriate office when needed.
• Ability to understand and explain policies and procedures.
• Ability to compose, prepare, and distribute general correspondence, external communications, reports, and other documents.
• Skill and ability in scheduling meetings and coordination of meeting/events arrangements, including off campus travel and related documents.
• Ability to perform day-to-day office administrative tasks, such as maintaining information files in excellent order, processing paperwork, photocopying documents, and answering emails and telephones.
• Ability to climb step stools and reach for things in front of body and lift boxes weighing up to 40 pounds.
• Ability to work outdoors with exposure to weather conditions, including rain, heat, and cold and in indoors environments that may include dust, noise, environmentally approved disinfectant fumes, and odors associated athletic facilities.
• Ability to travel for occasional observational field trips to other facilities.
• Ability to work an extended workday or work week to respond to business needs.

Minimum Qualifications
Desired Qualifications

• Bachelor's degree.
• Two years of general office experience, including providing customer service in a professional setting.
• Experience providing support to a senior administrator.
• Experience working in a higher education student recreation and/or athletic area.

Conditions of Employment

• Must provide proof of identity and employment eligibility within three days of beginning work.
• This position is part of a bargaining unit and covered by a collective bargaining agreement.
• Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the position.
• Prior to an official offer of employment, a Declaration Regarding Sexual Misconduct form must be submitted to the college per RCW 28B.112.080. The college will contact current and past employers to verify this information. Applicants who provide inaccurate information in their declaration will be disqualified and, if the inaccuracies are discovered after the applicant has been hired, it shall be grounds for termination.
• Employees must comply with college policies related to masking and vaccination requirements, as well as Governor Inslee's Proclamation 21-14.1, which requires employees of the college to be fully vaccinated against COVID-19 or have received a medical or religious exemption prior to the first day of work.
• Must be able to travel for occasional observational field trips to other facilities.

Benefits
A full state benefits package which includes: paid sick and vacation leave; paid campus holidays; a generous medical, dental, life and disability insurance package for employees and dependents; retirement; optional deferred compensation and optional supplemental retirement accounts. For more information about Evergreen's excellent employee benefits, please view http://www.evergreen.edu/payroll/benefits.htm
Posting Detail Information
Posting Number
S2023-036
Number of Vacancies
1
Open Date
05/01/2023
Close Date
05/23/2023
Special Instructions to Applicants