Athletics Coordinator in Ontario, Oregon at Treasure Valley Community College (OR)

The Athletics Coordinator will manage the functions and services within the TVCC athletic department; specifically, the day-to-day operations of sports programs, scheduling, facility management, and will assist students, staff and the public with general inquiries.

Coordinate facilities usage, including scheduling, maintain a facilities calendar of events, process billings for usage, and inform users of regulations or policies regarding usage. Distribute and notify calendar of events as appropriate to athletic and other campus staff.

Provide general assistance and coordination of activities for department staff, coaches and community stakeholders.

Maintain weight room card lock system for students and other users; distribute cards to new users and students.

Maintain a file on each student-athlete with information on personal or school insurance, athletic physical results, and appropriate immunization records.

Process and monitor Letters of Intent and Tracers between the athletes, coaches, director and NWAC (Northwest Athletic Conference) office for all athletic programs.

Game management, in coordination with the Athletic Director, including pre-game and post-game duties: order and reconcile money bags for home games, prepare tickets for home games, assist with officials’ and workers’ scheduling, process requisitions for payments of officials and distribute checks. Support the preparation of game rosters, posters and other marketing materials.

In coordination with the Athletic Director, assist with NWAC compliance and health and safety compliance as outlined by the NWAC.

Assist students, staff, and others with their questions in person, by phone, or through email. Answer phone and distribute messages; distribute department mail and other campus communications.

Assemble, prepare, and file reports and correspondence.

Assist with fundraising by designing graphics for brochures, etc., handling bulk mail, stamp tickets, and monitoring incoming money to meet with internal control policies.

May assist with monitoring and author content on Athletics Social Media platforms, website, and other external media platforms.

Create, assemble and maintain department forms as necessary for all sports.

Assist with travel arrangements within the department. Process cash advances for travel; submit receipts to Business Office for all athletic programs. Prepare appropriate forms relating to travel.

Process credit card statements and purchase requisitions for the athletic department.

Review athletic and club accounts for outstanding invoices. May be asked provide accurate accounting for all the athletic general fund and club account budgets, including: Ore-Ida Complex and Chukar Booster Club budgets.

Work with the legal department on preparation of contracts for athletic sponsors; monitor invoice/billings for sponsors and mail as required; receive and deposit sponsorship funds.

Prepare payroll budget authorizations for work grant students and coaches. Assist Human Resources with part-time new hire paperwork ensuring all data is complete and on the proper documents. Retrieve and track timesheets for all work study, work grant students, and bus drivers. Maintain limited personnel files on coaches.

May be asked to attend Booster Association meetings and coach’s meetings. Prepare the agenda and record the minutes for the Chukar Booster Association and Coaches’ meetings. Assist the Booster President with the delivery of Booster benefits (apparel, recreation passes, and plaques).

May be asked to serve on college committees and/or councils.

Will collaborate with the Sports Information Coordinator on an as needed basis.

Maintain department bulletin boards in a clean and orderly manner with updated athletic events, as well as pertinent information for general students and athletes.

MANDATORY: Associate’s Degree and/or a minimum of two years of work experience which demonstrates the knowledge, skills and abilities to perform the duties listed. Proficient use of internet and computer word and spreadsheet programs. Able to work independently to meet deadlines.

PREFERRED: Bachelor’s Degree. Prior work experience in Athletics. Bilingual in English and Spanish.

Usual office working conditions. The noise level in the work environment is typical of most office environments. Evening and weekend hours may be required for game management, meetings or specific campus events.