Canisius College Hiring for Executive Associate for Athletics Operations at Buffalo, New York Full Time

Executive Associate for Athletics Operations

Apply now () Job no: 495019

Work type: Full-time Staff

Location: Buffalo

Categories: Administrative/Professional

Executive Associate for Athletics Operations

Athletics

The Executive Associate for Athletics Operations reports to the Director of Athletics. This is a full time, support staff position that will assist with a variety of duties to aid in the day to day operations of the athletics department. Daily responsibilities will be to assist with the overall administrative support of Athletics office and oversee the department’s purchasing efforts and procurement Visa cards. The Executive Associate for Athletics Operations will have daily interaction with coaches, student-athletes, parents, alumni and the general public. The Executive Associate for Athletics Operations ensures the Athletics’ Department programs are administered with constant commitment to compliance with all institutional, conference and NCAA rules and regulations.

Responsibilities:

• Provide administrative support to the Department of Intercollegiate Athletics:
• Assist the Director of Athletics and Senior Woman Administrator with the operation of the Main Athletic office
• Develop ARMS workflows to manage the purchasing and procurement process and the management of invoice payments
• Operate within the BANNER system for; direct pay requests, purchase orders, quarterly cell phone reimbursments and personnel budgets and accounting review for the Department of Athletics 70 cost centers
• Process all purchase requisitions for the department and ensure the expenses are accurately charged to the correct cost center
• Authorize payment of all invoices to the correct requisitions once the goods or services have been received
• Reconcile the purchasing card transactions (Visa card) for the Director of Athletics, Associate Director of Athletics/SWA and Athletic department cards. Oversee the reconciliation of the weekly transactions of all eligible staff members in the department.
• Maintain the monthly VISA statements of all Athletic department cardholders; review the index and account numbers charged, create budget transfers as needed and store the original statements and receipts for yearly audit.
• Facilitate deposits into any/all athletic accounts.
• Coordinate with the Institutional Advancement Office, the deposit of all gifts that are mailed or delivered to the Athletic Office
• Coordinate the Blue & Gold Fund acknowledgment letter processing
• Manage the Main Athletic Office telephone call volume, screen and direct calls to appropriate staff members
• Oversee the organization and maintenance of the Department of Athletics’ file system
• Interview, select, and manage the assigned work-study students and/or graduate assistants
• Receive and sort mail and deliveries to the Main Athletic Office
• Manage calendars, schedule appointments and organize meetings for assigned staff members
• Assist with the planning, organization and execution of Department of Athletics donor events and receptions:
• Select venues, menus and negotiate pricing to meet department goals.
• Develop the creative event communication materials, plan and execute communication strategy and oversee the event RSVP lists
• Manage the Griffins Den program for all men’s basketball games in coordination with Chartwells
• Aid in the choices of food and beverages in the loge box at home Men’s Ice Hockey games at HarborCenter; coordinate the menu and use of the box by other groups on campus.
• Assist in the planning, organization and execution of the annual Blue & Gold Golf Tournament
• Aid in managing the collection of all payments from participants and ensure accurate accounting of event expenses.
• Oversee volunteers on the day of the event to ensure a positive experience for participants.
• Oversee the management of the Athletic Department’s recruiting car program:
• Serve as primary scheduler for the review and approval of recruiting car requests
• Manage the mileage limits by team and vehicle
• Manage any necessary vehicle maintenance or required service
• Resolve date conflicts and forecast potential issues during high volume request periods
• Act as the Athletics liaison with Human Resources:
• Manage the HR paperwork process for all staffing changes
• Communicate staffing changes with appropriate campus offices
• Assist with the personnel requisition, posting and search process
• Assist newly hired athletics personnel with the onboarding process
• Ensure hiring policy for sport camps/external athletic programs is followed
• Provide administrative support to the Athletics Department
• Manage the Main Athletic Office telephone call volume, screen and direct calls to appropriate staff members
• Oversee the organization and maintenance of the Department of Athletics’ file system
• Interview, select, and manage the assigned work-study students and/or graduate assistants
• Receive and sort mail and deliveries to the Main Athletic Office
• Manage calendars, schedule appointments and organize meetings for assigned staff members
• Perform other duties as assigned

Qualifications:

• Bachelor’s degree or equivalent combination of experience and education required
• Minimum 2 years administrative support or procurement experience preferred
• Experience managing data, including the ability to perform data entry with a high degree of accuracy
• Proficiency with Microsoft Office and Outlook; experience with Banner and Business Objects preferred; ability to learn new programs
• Excellent interpersonal skills; including the ability and commitment to working with a diverse community of students, alumni, friends, faculty, administrators and staff
• Excellent communication skills, both verbally and written
• Demonstrated attention to detail, ability to manage multiple tasks and follow through, ability to work independently, and exercise initiative as a critical member of a team
• Ability to work evenings and weekends when required
• General understanding of the College environment, the role of intercollegiate athletics and the time sensitive nature of student-athlete recruitment
• Knowledge of and strong commitment to Jesuit higher education and college’s mission

The Office of Human Resources at Canisius College utilizes an online recruitment management system.

Individuals who need reasonable accommodations under the ADA in order to participate in the search process should contact the office of human resources at .

To apply, go to Review of applications begins immediately and will continue until the position is filled. Please include your cover letter and resume with your application.

Canisius College, a Catholic and Jesuit University, has as its foundation the fundamental values of academic excellence, leadership, faith and social justice. Canisius is committed to educating and preparing men and women to become leaders in their professions and their communities, and in service to humanity. The college is an equal opportunity employer committed to recruiting, supporting, and fostering a diverse community of outstanding faculty, staff and students.

Compensation and Benefits:

This is a full-time, 12-month hourly position. Benefits are available the first of the month after the full-time employee’s date of hire and include – health, dental and vision insurance, life and long term disability insurance, and retirement plan enrollment is available to full-time employees with contribution from College after one year. Paid holidays, vacation, personal leave and sick leave. Tuition benefits are also available for full-time employees and their qualified dependents.

Advertised: 04 Apr 2023 Eastern Daylight Time

Applications close: