Job Title: Office Assistant
District/Division: Finance & Administration
Department: Athletics – Athletic & Recreation Facilities
Classification: C4
Updated: January 2019

Job Summary

This position acts as the main point of contact for scheduling requests along with the management of the scheduling database as it relates to all athletic and recreations facilities. Other identified general office work also applies. 

Essential Functions

Scheduling-Point of contact for all scheduling requests to include but not limited to:

• Academic class requests.
• Movement Science and other GVSU department requests.
• Campus Recreation-Group Ex, Club Sports, Intramural requests.
• ICA Weight Room requests.
• New/potential external group scheduling requests.
• Student Life & large event requests.
• Registered Student Organization groups.
• TRIO, Gear Up, Rising Start, Upward Bound, ELS liaison.
• Assisting with ICA team requests.

Venues to schedule:

• Fieldhouse Spaces (arena, pool, multipurpose rooms, etc.).
• Recreation Center.
• Kelly Family Sports Center.
• Outdoor Stadiums.
• Tennis courts, sand volleyball courts, basketball courts.
• South Athletic & Recreation Outdoor Complex.

Office:

• Academic class work orders.
• Movement Science point of contact for department.
• Coordinate department’s weekly scheduling meetings; creates agenda based on scheduling requests.
• Create event folders for large on-campus events.
• Keeps relevant event info in EMS (W.O., emails, etc.).
• Yearly facility hour’s spreadsheet-create and send to campus departments.
• Rec Center phone mail hours of operation messages.
• Holiday campus hours.
• Necessary posts to GVSU business boards.
• Facility hour signage.
• CMS Racquetball Updates (Hours, Classes, etc.).
• Ordering of computers, phone needs, etc.
• Set up meetings for management staff.
• Manage department network printers.
• Update and adhere to office policies and procedures manual information.
• Department Mail.
• Update department websites as needed.
• Assist other department staff as needed.
• Office coverage with other PSS.
• Assist in supervising office student workers.
• Building attendance figures in EMS.
• Yearly facility user/booking report.
• Generate weekly HVAC Reports.
• Generate 3 Week Event List report.
• Other EMS reports as needed.

Non-Essential Functions

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Bachelor’s degree.
• Higher education experience.
• Supervisory experience.
• EMS scheduling software experience.
• Work experience within an organized sports and/or recreation setting.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated.  Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division. 

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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