(Hybrid) Office Administrator - Campus Recreation - Student Life

Description

West Virginia University Student Life is currently accepting accepting applications for a Office Administrator at the Student Recreation Center.

About the Opportunity

The Office Administrator is responsible for the day-to-day clerical, fiscal and administrative functions of the Campus Recreation department and also ensures future planning and implementation for systems and processing needs.

Reporting to the Associate Director, this individual maintains department budgets including monitoring expenditures, researching purchase options, preparing purchase requisitions and invoices, and reconciling purchasing card expenditures.

Prepares budget requests and approves expenditures. Directly supervises student Business Operations Attendants. Serves on assigned Campus Recreation and university work teams or committees as needed.

The Office Administrator provides evening and weekend operational support and event coordination as needed. Produces required information for monthly and annual reports.

Provides instruction and development opportunities for staff through training, coaching and performance evaluations that incorporate student learning outcomes.

Specific outcomes include critical thinking, creative thinking, problem solving, quality customer service, conflict resolution, initiative, communication, innovation and other transferable skills related to the department work integrated learning program.

Implement annual employee evaluations, including conducting and reviewing evaluations, recommending merit raises, and suggesting changes to improve employment process and / or work productivity.

Attends and participate in University, Divisional, and Departmental events, programs, and training. Submits marketing requests within established timelines, policies, and procedures.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including :

• work week
• 13 paid holidays ()
• 24 annual leave (vacation) days per year or more based on years of service ()
• 18 sick days per year

for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments.

Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)

• WVU offers a range of
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks.

Looking for ? Check out retirement health insurance benefits, retirement income, and FAQ’s.

Wellness programs

What you'll do :

• Assist Coordinator for Member and Guest Experience with transactional processes related to memberships, member accounts and other operations within our recreation software system.
• Oversee daily in-person deposits and monthly Ecommerce transfers.
• Work with accounting services to ensure completion of necessary documentation and reconciliation related to membership payments.

Process membership refunds, payroll deduction and cancellation requests.

In coordination with Coordinator for Member and Guest Experience, serve as a recreation software administrator including identifying issues, placing and following-up on service tickets and facilitating updates as needed.

Aspects of our recreation software include facility access control, member services, point of sale, program registration, equipment rentals, data reporting.

• Responsible for processing hiring, onboarding and offboarding for all departmental staff which includes serving as a department background check initiator and maintaining departmental employee databases.
• Assist program areas with information for planning, tracking, benchmarking and reconciling of their budgets and the overall department.
• Coordinate annual contracts and department travel in coordination with lead professional staff.
• Execute standard business operating procedures for the department and provide feedback regarding process improvements as identified.

Develops work flows and processes and ensures that daily operations of the office go smoothly.

• Interviews, selects, trains, evaluates and disciplines, as necessary, assigned staff.
• Deals with administrative problems and inquiries and coordinates communications and activities within the office.
• Attends on- and off-campus meetings as required or as directed and reports back to supervisor on issues of importance.

May serve on committees and task forces as requested and as directed.

Assists in financial management by proposing and preparing assigned annual budgets and managing and monitoring expenditures and make recommendations such as the transfer of funds to cover required expenses;

may also authorize transfer of funds and / or payments. Reviews monthly reports from system and reports status of accounts to the administrator on a regular basis.

• Ensures data entry of all appropriate information into system(s). May pull reports or establish a schedule of reports to be queried and communicated to appropriate unit staff.
• Makes travel arrangements for staff and administrators in assigned area. Completes travel reimbursement forms and verifies that all necessary documentation is present for filing expense forms.
• Completes reports as required.
• Assist with periodic planning and / or coordination of events such as workshops, seminars and conferences.
• Stocks, orders and inventories supplies and assets.
• Collects, opens, date stamps, sorts, and distributes incoming mail to staff within the office area. Disseminates and receives information by electronic mail.
• Serve as liaison to Parking Services and Facilities Lock Shop for all department parking and key needs.
• Participates in training and professional development sessions to enhance job performance and ensures that assigned staff are given appropriate opportunities for training and development.
• Duplicates, collates, and binds letters, reports, memoranda, and other documents using a photocopy machine and stapler.
• Manages and coordinates special projects for the work unit or office.
• Provides effective coordination with various groups throughout the work unit to gather information, provide guidance and communications and monitor or coordinate various meetings and activities.
• Disseminates printed materials to clients and customers as requested. Prepares bulk mailings by typing, collating, labeling, and preparing for post office.

Collects and deposits outgoing mail in an appropriate location.

Performs related duties as assigned or as directed.

Qualifications

• Bachelors degree required
• A minimum of one (1) year of experience working in a similar role, preferably in a college or university recreation environment, during which time the applicant has acquired and demonstrated the ability to perform the essential duties of the position (Graduate Assistant position may meet this requirement).
• Some knowledge of HR theories and best practices in recruitment and staff development.
• Basic accounting knowledge; capability of understanding budgets.
• Proficiency with Microsoft Office and Innosoft Fusion or similar recreation software.
• Adaptability, analytical & critical thinking, initiative & motivation, planning & project management, decision making & judgment, business acumen, customer service, teamwork, diversity awareness, interpersonal relationships, communication, integrity, leadership, long-term focus, organizational learning & change management.

Requirements

• Valid driver’s license
• Possess or obtain Adult and Child CPR / AED and First Aid certifications.
• Complete and remain current with Title IX and BOG 49 training requirements.
30+ days ago