Athletic Programs Assistant

College of the Desert; Palm Desert (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

College of the Desert is seeking a dedicated administrative professional to support its athletic programs under the Athletic Director. The role involves clerical tasks, eligibility evaluation, and coordination of communications. You will work with Admissions and Records, maintain records, and assist with event planning.

A high school diploma and several years of secretarial experience are expected. The position is on-site at Palm Desert Campus and is full-time, with regular hours and

Qualifications

• High school graduate with secretarial coursework or related business courses.
• Three years of responsible secretarial and clerical experience.
• Ability to interpret athletic program policies and communicate clearly.

Responsibilities

• Perform clerical and secretarial duties to support athletic programs.
• Evaluate student athlete eligibility for varsity participation.
• Coordinate communication and prepare information about the athletic program.
• Query records system to verify units and GPA for eligibility.
• Maintain records, process mail, and handle office communications.

Skills

Communication skills

Interpersonal skills

Office equipment

Typing 40 wpm

Education

High school diploma with secretarial coursework

Tools

Office software

Job description

Under the direction of the Athletic Director, perform a wide variety of clerical and secretarial functions in support of the College's athletic programs; evaluate and verify eligibility of student athletes for participation in College varsity sports activities; coordinate communication, prepare and disseminate information concerning the athletic program.

1. Conduct eligibility meetings with student athletes and coaches; evaluate information submitted by student athletes to determine eligibility for participation in varsity sports activities in accordance with established requirements and regulations.
2. Query the College's automated records system to determine number of units successfully completed or enrolled by students; calculate grade point averages and verify insurance and health screening information.
3. Distribute final eligibility lists and clearance information to the Conference Commissioner, coaching staff and others according to established timelines.
4. Coordinate communication with Admissions and Records personnel; establish orientation dates for new and continuing student athletes and assist with registration.
5. Perform a variety of clerical and secretarial duties in support of the Athletic Program and coaching staff; type reports, maintain records, answer telephones and distribute mail; maintain a variety of records and files related to athletic eligibility and participation, health screenings, State and Conference championships, sports contests and trophies.
6. Compile, compose and type letters, memoranda, rosters, lists, cards, purchase orders and other materials; produce computer graphics for flyers, rosters and athletic schedules, game programs and letterhead; produce orientation literature and obtain items for orientation packets.
7. Provide assistance and interpretation to supervisors and coaching staff regarding State and Conference Code sections; coordinate with Athletic Director and coaches special events and tournaments.
8. Perform bookkeeping duties for the Department and Varsity Club; monitor accounts of student athletes with deferred payments to assure tuition payments are current.
9. Arrange for sports and awards banquets; order and maintain office supplies; process maintenance requests on office equipment.
10. Operate computer and peripheral equipment to enter data, maintain records and generate reports; utilize various software applications as required.
11. Perform related duties as assigned.

Education and Experience

Any combination equivalent to: graduation from high school including or supplemented by courses in secretarial science or related business courses and three years of responsible secretarial and clerical experience.

Knowledge and Abilities

Knowledge of:

• Athletic program terminology, practices and procedures;
• conference and State Athletic codes, rules and regulations;
• modern office practices, procedures and equipment;
• receptionist and telephone techniques;
• record-keeping techniques;
• correct English usage, grammar, spelling, punctuation and vocabulary;
• oral and written communication skills;
• applicable sections of State Education Code and other applicable laws;
• interpersonal skills using tact, patience and courtesy;
• operation of office machines including computer equipment.

Ability to:

• Perform and coordinate office, secretarial and clerical work involving independent judgment and requiring accuracy and speed;
• learn to interpret and explain College and athletic program policies, rules and objectives;
• add, subtract, multiply and divide quickly and accurately;
• understand and interpret rules and written directions and apply to specific situations;
• compose correspondence independently;
• perform duties effectively with many demands on time and constant interruptions;
• operate office machines including computer terminal, typewriter, copier, calculator and others;
• type at 40 words per minute from clear copy;
• establish and maintain cooperative and effective working relationships with others;
• meet schedules and time lines;
• plan and organize work;
• communicate effectively both orally and in writing to exchange information;
• work independently with little direction;
• sit for extended periods of time.

Classified Bargaining Unit Position

Classified Staff Salary Range 10

Retirement System: CalPERS (upon meeting eligibility criteria)

Salary placement is contingent on education, experience, and department budget.

Working Conditions

Environment: Office environment.

Schedule & Location

• This position is scheduled 40 hours per week, 12 months per year.
• The schedule is Monday – Friday from 8:00 a.m. – 5:00 p.m.
• The primary location is Palm Desert Campus.
• The schedule and location are subject to change based on District need.