Coordinator of administration
California State University
Location
Arcata, CA | United States
Job description
Athletics
Job #535548
First Review Date: Thursday, March 7, 2024
Open Until Filled
Internal Recruitment Only
At Cal Poly Humboldt, bold hearts and open minds shape the future. Founded in 1913, Cal Poly Humboldt began as a small college for teachers. Today Humboldt has grown into a comprehensive university with rigorous science and liberal arts programs. Designated a polytechnic in 2022, Cal Poly Humboldt provides hands-on, impactful educational opportunities that lead to meaningful, measurable outcomes for the individual, for the state, and the world.
Cal Poly Humboldt is proud to have nearly 6,000 students of all backgrounds spread across 61 majors, 13 graduate programs, and 4 credential programs - all of whom contribute passion and creativity within their fields and set the stage for a future grounded in equity and sustainability. Hands-on learning, inspired teaching, ground-breaking research, and thought-provoking creative activity happen daily at Humboldt.
Cal Poly Humboldt is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. We are committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state.
Finding a better future is a task for the bold and open, the down-to-earth and visionary. Cal Poly Humboldt strives to cultivate these qualities in leaders, innovators, and scholars in every field.
(Job #535548) Administrative Analyst/Specialist II, Athletics Coordinator of Administration, Hiring Range: $5,273 - $5,537 monthly. This is a full-time, benefitted, exempt, 12-month pay plan permanent position with a one-year probationary period in Athletics Department. This position comes with a premium benefits package that includes outstanding vacation, medical, dental, and vision plans, life insurance, voluntary pre-tax health and dependent care reimbursement accounts, a fee waiver education program, membership in the California Public Employees Retirement System (PERS), and 14 paid holidays per year. Additional benefits information can be found at . Please note that this is an internal recruitment open only to active, stateside, Cal Poly Humboldt Employees.
Position Summary Working independently, under the general supervision and direction of the Executive Director of Intercollegiate Athletics, the Athletics Coordinator of Administration is directly responsible for and participates in the administrative operations of the Department of Intercollegiate Athletics. This position is the primary point of contact for the department, is responsible for coordinating special events and game management, and provides lead work direction and training to student interns and employees. This position is responsible for scheduling campus facilities for games and practices through event and space management systems. This position works some nights and weekends as needed for game and event needs.
Key Responsibilities Special Events Coordination - 25% - Coordinates the planning and execution of Athletics special events; including VIP and donor events in conjunction with the President’s Office;
- Performs event-based budget planning and reporting;
- Assists in the development of event invitation lists, and manages the reservation process for internal and external events;
- Responsible for the seasonal and ongoing coordination and implementation of the Athletics Department master schedule; provides guidance and advice to external relations personnel on the development and maintenance of a year-long special events calendar; and
- Maintains learning guides for event processes in Peoplesoft regarding game contracts, facility/maintenance requests, and scheduling support for the department.
Game Management - 25% - Plans and manages the scheduling, logistics, and operations of athletics-based events and competitions;
- Responsible for the management of special event and facility rentals; coordinates the use of assigned athletics facilities for summer camps;
- In consultation with Campus Risk Management, develops and implements facility policies regarding safety, security, liability, maintenance, ADA, budget and personnel;
- Provides support for event management, promotions, community engagement and fund advancement initiatives in support of the university and Intercollegiate Athletics and Campus Recreation; and
- Provides lead oversight to student staff under general direction of the Athletic Director.
Confidential Personnel & Student Support - 25% - Handles sensitive and highly confidential information including Level 1 data;
- Provides consultation on employee staffing needs to solve office administrative problems;
- As a department liaison, works directly with students, coaches, staff members, Human Resources and other campus departments on a range of public and private matters that include (but are not limited to) catastrophic or medical withdrawals, student absences, community disasters, or death; assesses and triages issues of concern for student athletes and makes appropriate referrals, and coordinates with UPD regarding missing students;
- Provides student conduct verification and community service placements;
- Coordinator of subpoenaed or requested student records which includes reviewing and redacting personal FERPA protected information;
- Develops and composes confidential correspondence regarding high-level sensitive issues;
- Responsible for ensuring that coach evaluations are scheduled and performed, electronic personnel action files (E-PAF) are submitted, and the evaluation process and deadlines are met in a timely manner;
- Completes and files coach contracts & Human Resources documents;
- Provides perspective, consultation and coordination of staff and coach recruitments, including writing and submitting position descriptions and vacancy announcements; monitors recruitment process and generates and submits appointment and separation documents; performs onboarding and training of new personnel;
- Assists with Clery Act reporting on behalf of the department;
- Provides Title IX back-up support for the Assistant Athletics Director for Compliance; and
- Projects department needs to be determined by the Director of Athletics.
General Administrative Functions - 20% - Consults and coordinates with Athletic Department heads to implement new projects, procedures, and programs related to the goals of the Athletics Department;
- Responsible for the research, analysis, and interpretation of departmental policies and procedures, applying judgment and discretion in their application, and assists in the development of those policies and procedures; ensures that the department policies and procedures manuals are developed and maintained;
- Serves as the Athletics Department travel expert and provides training and assistance to staff and coaches regarding travel policies, makes travel arrangements as needed, including booking and submitting travel requests and expense reports;
- Supports department in purchases through use of pro-card and providing support reconciling pro-cards;
- Supervises the graduate assistant program, and manages the orientation and training of student graduate assistants/interns; responsible for hiring and training student assistants and establishes priorities and workflow, delegating work as needed;
- Maintains records of required certifications for department staff, coaches, and student workers; ensures that required certifications are completed as needed;
- Receives and composes sensitive correspondence and other communications; supports and coordinates general office activities and oversees all reception services, including a wide variety of visitors, students, staff, alumni, community members and donors;
- Maintains paper and electronic filing systems; manages phone lines; arranges meetings and events for the Director of Athletics and the department;
- Acts as the key advisor for the department, responsible for requesting program access, key cards, phone line connections, printer payments, maintenance requests, makes room/field reservations, and log of games; responsible for office inventory, equipment maintenance, and ordering supplies; submits requisitions and purchase orders as required; prepares and submits own ProCard reconciliation and that of the Director of Athletics; and
- Tracks non-conference game contract workflow, forms, signatures, reconciliation and filing.
General Administrative Functions - 20% Knowledge, Skills, And Abilities Associated With This Position Include - Thorough knowledge of and ability to apply extensive expertise to complex programs and/or administrative specialties, including pertinent laws and regulations.
- Demonstrated expertise in and advanced knowledge of the principles, problems, and methods of public and business administration and operational and fiscal management including advanced customer service and computer skills.
- Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies.
- Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions.
- Ability to work with representatives from public and private entities and handle potentially sensitive situations. Demonstrated consultative skills in working with internal and external constituent groups.
- Ability to effectively present ideas and concepts in written or presentation format and use consultative and facilitation skills to gain consensus.
- Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse demands are involved.
- Skill in the research, development and evaluation of policies and programs, including skill in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.
- Working knowledge of and ability to apply standard theories, principles, practices, and techniques applicable to the university and the athletics department, to develop conclusions and make recommendations.
- Ability to train others on new skills and procedures and provide lead work direction.
Minimum Qualifications Entry to this classification requires general knowledge and skills in the applicable administrative and/or program field with a foundational knowledge of public administration principles, practices, and methods. This foundation would normally be obtained through a bachelor's degree and/or equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs. Must possess a valid California Driver’s License.
Preferred Qualifications Equivalent to five years of progressively responsible administrative experience which has provided the applicant with the knowledge and abilities listed above. Experience working in a university athletic department or at Cal Poly Humboldt. Recent professional experience using personal computers and a variety of software applications including a thorough knowledge of PC and/or Mac environments, extensive experience using MS Office (Word, Excel and others), and email/calendaring programs. Experience with systems such as SAP Concur Travel, Peoplesoft and OBI (Oracle Business Intelligence), Zoom, 25Live, CHRS Recruiting (PageUp), DocuSign, Drupal, Google Suite (includes Google Drive, Docs, Sheets and Forms) is preferred.
Application Procedure: To apply, qualified candidates must electronically submit the following materials by clicking the
Apply Now button:
- Letter of Interest
- Resume or Curriculum Vitae
- Contact information for at least three professional references
Application Deadline: The deadline to submit application materials is for first review is Thursday, March 7. This position is open until filled.
Any inquiries about this recruitment can be directed to
[email protected] or Cal Poly Humboldt’s Human Resources Office at (707) 826-3626.
We acknowledge that Cal Poly Humboldt is located on the unceded lands of the Wiyot people, where they have resided from time immemorial. We encourage all to gain a deeper understanding of their history and thriving culture. As an expression of our gratitude we are genuinely committed to developing trusting, reciprocal, and long lasting partnerships with the Wiyot people as well as all of our neighboring tribes. Cal Poly Humboldt was the first campus in the California State University system to offer a stand-alone major in Native American Studies.
Cal Poly Humboldt is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.
Working in the state of California is a condition of employment for this position. Even if part or all of an employee's assignment can be performed remotely, the employee must maintain a permanent residence in the state of California. The employee must be able to accept on-campus work assignment, as assigned, and come to campus when needed.
CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measure established by each campus. The systemwide policy can be found at CSU Vaccination Policy and any questions you have may be submitted to
[email protected] .
Cal Poly Humboldt hires only individuals lawfully authorized to work in the United States. This position may be considered a “Campus Security Authority”, pursuant to the Clery Act, and is required to comply with the requirements set forth in CSU Executive Order 1107 a condition of employment.
CAL POLY HUMBOLDT IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS (e.g. H1-B VISAS)
Evidence of required degree(s), certification(s), or license(s) is required prior to the appointment date. Satisfactory completion of a background check (including a criminal records check, employment verification, and education verification) is required for employment. Cal Poly Humboldt will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or if it is discovered that the candidate knowingly withheld or falsified information. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Failure to satisfactorily complete or adverse findings from a background check may affect the employment status of candidates or continued employment of current CSU employees who are being considered for the position.
Cal Poly Humboldt is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality reflecting the ethnic and cultural diversity of the state. Additional information about Cal Poly Humboldt can be found at
Cal Poly Humboldt is a Title IX/Affirmative Action/Equal Opportunity employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status. Mandated Reporting: This position may be considered a “mandated reporter” under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.
Class Code: 1038
Publication Date: February 22, 2023
Advertised: Feb 22 2024 Pacific Standard Time
Applications Close Closing Date/Time:
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