SALARY: $3,122.00 - $3,593.00 Monthly
$37,464.00 - $43,116.00 Annually
OPENING DATE: 07/02/19
CLOSING DATE: 07/23/19 05:00 PM PST
POSITION SUMMARY:
Please Note: The required qualifications have been updated as of 07/03/2019.

The mission of Pierce College is to create quality educational opportunities for a diverse community of learners to thrive in an evolving world.

Recognized by the Aspen Institute as one of the Top 5 community colleges in the nation, Pierce College is an innovative and equity-focused community college dedicated to helping all students achieve their academic and professional goals.
The Assistant to the Athletic Director (Program Support Supervisor 1) provides clerical, budget and program operations support for the District Athletics Department to include administration of daily office operations, assisting the coaching staff, student athletes, and general student population. The successful incumbent will independently perform a variety of complex clerical projects and assignments. Responsibilities include processing student athlete compliance and eligibility reports; preparation of department purchase requisitions and purchasing card orders for supplies, equipment, facility rentals, contracted services, team and departmental travel expenditures; coordination of all aspects of team travel; oversee event ticket and concessions sales activities; preparation of employment contracts and monthly payroll timecards for temporary staff; assistance in maintaining equipment inventories; provide assistance in preparing correspondence, event planning, and fundraising efforts; maintain and monitor budget records; maintains files and database records, responds to telephone and email inquiries about department processes and procedures, and maintains contacts with coaches, players, campus community, alumni, potential recruits, various vendors, and agency representatives. This position reports to the District Athletics Director while working under general supervision. The Program Support Supervisor 1 position requires regular and consistent attendance.
Raiders' Nation: https://pierceraiders.com/
ESSENTIAL FUNCTIONS:
Purchasing & Procurement:
  • Prepare purchase requisitions and purchasing card orders for department and forward to purchasing department.
  • Gather information pertaining to prices and sources of products and services.
  • Research new or potential products, services, and vendors.
  • Obtain price quotes and product specifications from equipment and supply vendors.
  • Receive, review and prepare for payment insurance billing statements, vendor services, contracted services, facility rentals, reimbursements and travel expenditures; upon approval, forward to Accounts Payable.
  • Manage inventory of department concessions program, to include; inventory verification, preparing and submitting product orders, receiving and verifying product orders.

Budget:
  • Maintain and monitor department operating budget records by posting all expenditures to electronic spreadsheets, review and reconcile accuracy to monthly budget status reports.
  • Investigate and make recommendations to the Director to initiate budget revisions and correct errors ensuring compliance with established procedures and policies.

Travel:
  • Review team and staff travel arrangements with Director; compiling transportation, meal money, accommodations, and any other travel related details into travel log database for tracking. Coordinate van check outs/rentals, overnight accommodations.
  • Prepare travel request vouchers, signature sheets, travel packets, and any related expense forms; reconcile and close out each travel activity.
  • Perform tasks within state travel regulations and college policies and procedures.

Revenue Processing:
  • Manage the department's impressed change funds, to include; weekly reconciliations (to maintain compliance with Finance Office audit requirements), preparing change funds for ticket and concessions sales for 40-50 events annually, preparing event net sales for deposit, maintaining deposit reports, and conducting monthly reconciliations to detail revenue reports.
  • Manage use of point of sale devices for processing purchase transactions at all department and third party rental events.
  • Responsible for receiving, processing for deposit, receipting, and reconciling all cash and revenue transactions, and product donations associated with athletic and special events, fundraising activities, and donations and sponsorships.
  • Ensure compliance with all college and Foundation policies and procedures.

Staff & Student Supervision:
  • Recruit, recommend for hire, train, supervise, and evaluate part-time cashiering staff for event ticket and concessions sales.
  • Prepare staffing schedules to support home athletic and special events.
  • Conduct regular follow-up meetings to review event sales reports.
  • Review and approve payroll timesheets, conduct regular performance evaluations, and recommend disciplinary action as needed.
  • Review payroll expenditures to ensure budget compliance.
  • Recruit and recommend for selection student interns to support special projects, athletic events and tournaments.
  • Coordinate and supervise the activities of the student interns.
  • Prepare hourly appointment and special assignment forms for part-time staff.
  • Prepare, gather and ensure accuracy and completeness of other HR documents (I-9 form, W-4 form, application form, retiree reporting form, and Drug Free workplace form) for new hourly employees and part time contracted employees.

Compliance & Eligibility:
  • Compile and review player compliance packets.
  • Input and maintain player compliance database.
  • Follow up with coaches and student-athletes to assist with and ensure all aspects of intercollegiate compliance are completed.
  • Prepare eligibility reports and submit to Director for review, followed by approval by the college registrar and athletic commissioner.
  • Assist with the preparation of eligibility petitions.
  • Prepare quarterly scholarship awards for submission to Financial Aid, Cashiering, and Registration.

Recordkeeping & Reporting:
  • Establish and maintain complex confidential electronic and manual file systems; file and retrieve various department records for review and research purposes.
  • Coordinate the submission of student-athlete injury insurance claims and monitor the claim payment process.
  • Assist in preparing team statistical summary reports for submission to conference and media sources.
  • Prepare department reports and surveys by gathering and computing statistical information and by drafting narrative information to be included in reports.

Fundraising & Promotional Events:
  • Assist the Director with the development and implementation of a comprehensive annual department fundraising plan.
  • Assist in all aspects of team and department fundraising projects, to include; contacting and soliciting prospective donors, developing promotional materials, and ensuring compliance with all required inventory controls and cash handling procedures.
  • Prepare and maintain tracking spreadsheets and databases related to fundraising efforts.
  • Assist in hosting fundraising events when necessary.
  • Make arrangements for room space, hospitality, promotion, awards, invitations, and other items as needed.
  • Assist with the planning and implementation of annual department promotional plan, to include; design and preparation of posters, flyers, and brochures; layout review and content preparation for Athletics webpage.
  • Submit appropriate work orders for media and graphics support services.
  • Attend special events to help promote Athletics.
QUALIFICATIONS:

Required Qualifications:

  • Associate degree OR some college coursework and related experience.
  • One (1) year of experience in an office environment providing support to or coordinating program operations.
  • Work experience in intercollegiate sports and/or athletics, or similar work environment.
  • Experience in budget monitoring and attention to detail; skilled in maintaining fiscal records, including reviewing and verifying data for accuracy and completeness, and investigating, reconciling, and correcting errors.
  • Demonstrated experience maintaining records in written and electronic form with a high level of accuracy and attention to detail.
  • Proficient in Microsoft Office applications (Word, Excel, Outlook, and Publisher); familiarity with database applications; accurately use 10-key keypad on computer;
  • Effective planning and organizational skills.
  • Experience working with the public; demonstrated excellent customer service skills;
  • Dynamic interpersonal skills and demonstrated ability to effectively communicate.
  • Knowledge of privacy laws and confidentiality laws.
Special Requirements:
  • The successful candidate must consent to and pass a criminal background check after a conditional offer of employment. Must possess a valid Washington driver's license upon hire.
  • Must consent to and pass a driver's check upon hire.
  • Must hold current First Aid/CPR/AED certification or the ability to obtain within three (3) months of hire.

Required Knowledge, Skills, and Abilities:

Effective Communication:
  • Use effective listening skills and apply effective written and oral communication techniques to convey clear, timely, persuasive messages that positively influence thoughts and actions of others
  • Exceptional customer service skills with the ability to place a high priority on professional excellence; works well under pressure.
  • Ability to communicate effectively with individuals, groups, college departments and external organizations, both verbally and in writing, practicing active listening and clear assertive communication skills
  • Respond to difficult situations with tact and diplomacy
  • Upholds highest standards of integrity, honesty, and confidentiality.

Culturally Responsive Engagement:
  • Sees the value of cultural, ethnic, gender, age, socioeconomic, and educational diversity, creating an environment of learning about, valuing, encouraging, and supporting individual differences.

Student Service:
  • Strive to anticipate, identify, understand, and be responsive to student needs and expectations, demonstrating a strong commitment to mission of the department and college district.

Decision Making and Judgment:
  • Strong organizational skills including prioritizing, keeping track of information or work in progress to meet deadlines, ensuring accuracy, multi-tasking, and handling interruptions appropriately.

Adaptability and Flexibility:
  • Demonstrates support for innovation and for organizational changes, responding to change with a genuine desire to do what it takes to get the job done.

Critical Thinking and Problem Solving:
  • Ability to creatively problem solve, using analysis and critical thinking skills, ensuring decisions are aligned with strategic direction of the department and college district.

Team Work:
  • Promotes cooperation and commitment within a team to achieve common goals, fostering mutual respect and contribution.

Technical Expertise:
  • Proficiency using MS Office applications (Word, Excel, Outlook, Publisher).
  • Familiarity with database applications.
  • Ability to track, compile, maintain, and prepare statistical data.
APPLICATION PROCESS:

To be considered for this position, applicants must:

  • Meet the required qualifications as outlined in this announcement.
  • Complete the online application profile at http://www.pierce.ctc.edu/dist/hr/.
  • Apply for the specific job opening.
  • Upload (attach) a cover letter that addresses how you meet the required qualifications as outlined in this announcement. At Pierce College, we value culturally responsive and compassionate individuals who bridge diverse backgrounds and perspectives in support of academic equity and excellence. In your cover letter, please address how you will support the mission of Pierce College to create quality educational opportunities for a diverse community of learners to thrive in an evolving world. Please include in your response how your previous education and/or professional experience contribute to your effectiveness in promoting a climate of student success for a diverse community of learners. (Cover Letter)
  • Upload (attach) detailed résumé of all educational and professional experience. (Résumé)
  • Transcripts are not required in order to apply for this position, however, if you are selected for an interview, you will be asked to bring copies of unofficial transcripts showing completion of the required level of education. Please upload current copies of your transcripts, if available. Unofficial copies of all college and university transcripts must include degree received and confer date. International transcripts must include a foreign transcript evaluation. For a list of approved credential evaluation services visit: www.naces.org/members.htm (Unofficial transcripts acceptable for application process; official transcripts required upon hire). (Transcripts)
  • Upload (attach) a list of at least two professional references with names, addresses, telephone numbers, and e-mail addresses. Letters of recommendation will not be accepted. (References)
Special Note: To ensure consideration, application materials should be received no later than 5:00 p.m. on the closing date.

Terms of Employment:

Pierce College is hiring one full-time (40 hours per week) classified, overtime-eligible position with Pierce College District. The position's primary work location will be at Pierce College Fort Steilacoom but occasional travel to Pierce College campuses or sites may occur. Work hours are between 7:00 a.m. and 3:30 p.m. Monday through Friday with occasional evenings and weekend work, and occasional travel as required. This position may be subject to reassignment between campuses or sites.
Salary & Benefits:
The starting salary range of this position is $3,122.00 - $3,593.00 a month (dependent upon qualifications), with annual periodic increments up to $4,066.00. However, your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical, dental and vision insurance. Life and long-term disability insurance plans; vacation, sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information, please visit our Benefits and Leave website at: https://www.pierce.ctc.edu/hr-benefits.

Physical Work Environment:

This position is required to work indoors in an office environment, in addition to, outdoor venues and locations during College sponsored events and programs.
Reasonable Accommodation:
Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the District Human Resources Office by calling 253-964-7342.Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay, the state's free telecommunication access service.

Screening & Interview Process:
Only those candidates who have complied with the application process and meet the required qualifications will be considered. Following the review of application materials, the most qualified candidates will be contacted for an interview. Check the email account you used for the application process for communication regarding the status of your application. Application materials submitted to Pierce College are the property of the College and will not be returned.

Conditions of Employment:

  • An offer of employment will not carry with it any responsibility or obligation on the part of the District to sponsor an H-1B visa. In compliance with the Immigration Reform and Control Act of 1986, proof of authorization to work in the United States will be required at the time of hire.
  • Pierce College has adopted a Drug Free Workplace policy. As a condition of employment, employees must agree to abide by the requirements established in that policy.

Bargaining Unit:
This position has been designated as a bargaining unit position represented by the Washington Public Employee Association (WPEA).

Equal Opportunity:
The Pierce College District is an equal opportunity employer. The Board of Trustees and Pierce College District are committed to providing equal opportunity and will not discriminate in terms and conditions of employment and personnel practices. Decisions are made without regard to race, color, national origin, age, perceived or actual physical or mental disability, pregnancy, genetic information, sex, sexual orientation, gender identity, marital status, creed, religion, honorably discharged veteran or military status, or use of a trained guide dog or service animal.
For more information about this position or assistance regarding your application, contact Human Resources at: [email protected].
Questions regarding equal employment opportunities or discrimination may be directed to the following:
Holly Gorski, Vice President for Human Resources/Title IX Coordinator
9401 Farwest Drive SW
Lakewood, Washington 98498
(253) 964-6519
Paula Henson-Williams, District Affirmative Action Officer
(253) 864-3229