Job Title: Recreation and Wellness Assistant
Classification: C4
Department: Student Services
Updated: May 2023

Job Summary

Provides a variety of administrative and financial processing duties for the department of Recreation & Wellness. This position requires exceptional organizational and communication skills, high level multi-tasking and office supervisory abilities, and a passion for managing finances with a high attention to detail.

Essential Functions

• Provide administrative support for Director, Associate & Assistant Director(s) and Coordinators in the way of scheduling, coordination, preparation of correspondence, agreements, and contracts.
• Provide receptionist and customer service duties in the office suite, including hiring, training, scheduling, and supervising multiple student employees.
• Coordinate and oversee all financial/accounting procedures for Recreation & Wellness.
• Prepare and process multiple types of department related deposits.
• Coordinate financial access and travel expense reporting; assist with purchasing card management and maintain PCI compliance.
• Assist individual purchasing card holders with creating and submitting monthly expenses and travel & expense reports as needed.
• Monitor department finances, reconciling, making, and tracking expenditures, processing payments, and creating requisitions/purchase orders.  (Recreation & Wellness has 100+ accounts to be familiar with.)
• Prepare and process inter-departmental transfers, invoices, journal transfers to move expenses, budget transfers, requisitions, purchase orders, and credit card refund requests.
• Assist with budget reports – questions/clarifications at fiscal year-end for accounting.
• Assign the proper accounts to pay invoices and process invoices/transfer requests including follow-up on errors/issues with vendors and requesting W9 forms from new vendors.
• Coordinate and review requests from Club Sport student organizations and approve expenditures according to allocated funding from the Club Sport Council.  (There are 50+ Club Sport teams.) 
• Assist with support services for Club Sports related to individual club needs (van rental payments, athletic training payments, facility contracts, etc.)
• Assist Club Sports teams with on-campus account balance inquiries, requests for invoice payments, as well as recording/collecting and depositing club dues brought into the office.
• Oversee office technology, equipment, and supplies.
• Foster a work environment that affirms and advances diversity, promotes inclusion and commitment to equity.
• Provides accurate information and answers questions objectively about recreation and wellness services including sexual health services, in a caring, non-biased, non-judgmental, and non-directive manner.
• Performs other duties as required/assigned by manager.

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 effectively.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgment.
• 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 or large organization work experience.
• Accounting/Budgeting experience.
• Supervisory experience.
• Prior experience with Workday, and/or other project organizational software.
• Prior experience with recreational activities, sports, fitness, or wellness programs.

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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