Top 1 Event coordinator assistant Jobs in Winfield, Ks

Coordinator of Athletic Services
Southwestern College —Winfield, KS
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Coordinator of Athletic Services

Southwestern College -
Winfield, KS

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Job Details

Full-time

Qualifications

Office supply management
Practicing in a sourcing or procurement role
Report preparation
Staff supervision
Cash amount verification
Office activity coordination
Business travel arrangements
Accounts receivable management
Account maintenance
Sales
Student record keeping
Staff scheduling
Child attendance tracking
Filing
Executive administrative support
Team scheduling
Mail distribution
Purchase order management
Mid-level
Event ticket sales
Client invoicing
Animal feeding
Employee attendance management
Financial records management
Financial record maintenance
Special events experience
Mail management
Contracts
Cleaning
Mail processing

Full Job Description

Term: 12 months
FLSA Status: Non-Exempt
Position Type: Full-time
Reports to: Athletic Director

This position serves as administrative assistant to the Director of Athletics and as facilitator for the athletics program in communicating information, problem solving, material acquisition, cash handling, record keeping and building usage. Handles daily work pressures, requiring constant concentration to a volume of work which must be completed within a limited period of time.

Primary Duties

The general responsibilities of the Coordinator include, but are not limited to:

General telephone responsibilities, answers questions, directing calls to athletic staff members and other SC departments
Mail pickup, delivery and distribution.
Preparing documents as directed by Athletic Director
Training on the Business Portal to process all of athletic department PO's and check requests
Requests purchase orders and bill payment for department (approx 25 - 50 purchase orders weekly). Maintains file copies of all check requests, invoices and deposits.
Tracks budget information by sport
Pulls various information as requested to populate end of semester reports and evaluations
Prepares Letters of Intent (scholarship awards) and notifies Admission and Financial Aid departments of students receiving a scholarship and in what amount
Prepares game contracts, sends to opponents and maintains file copies
Assists with travel arrangements
Coordinates facility usage and rental with various groups (contracts and collects usage fees)
Coordinates and orders supplies needed for golf tournaments, department functions, reunions, and assists with homecoming needs
Assists with Athletic Hall of Fame, sending letters to members, inductees and family members
Responsible for tracking and depositing large sums of money for various events
Orders nameplates and special awards; prepares award certificates for student athletes
Tracks student athlete awards and honors
Prepares lifetime passes and letters for graduating athletes
Keeps filing and informational materials up to date
Coordinates all athletic department meetings
Purchases and orders supplies for department
Assists with mass mailing to community, parents and student athletes
Assists coaches with banquets, parent's/foster parent's night and senior night; orders flowers and supplies as needed.
Responsible for care and feeding of Jinx. Duties include feeding, cleaning litter box, purchasing supplies and food, and trips to vet's office
Additional duties as requested by the Athletic Director

Calendar/ Scheduling Duties

Calendar Review Council Member, which meets monthly to ensure that all campus events run smoothly and without complications
Records all athletic events on SC campus calendar (includes scheduling of all athletic facilities being used for various campus-wide and community events)
Prepares and updates schedules for each sport as needed
Submits schedules to the KCAC Supervisor of Officials and JV Official Supervisor for assignment of game officials, keeping them advised of any schedule changes
Keeps maintenance department advised of athletic calendar, including schedule changes so rooms/building will be unlocked/locked for use
Schedules meetings for Athletic Director and Athletic Department
Assists Athletic Director with scheduling of tennis courts, WPE Building, Stewart Field House, SC weight room and Richard L. Jantz Stadium

Ticket Manager Duties

Coordinates ticket takers and program sellers for home athletic contests; includes being responsible for start-up cash, keeping correct change needed for each game and depositing gate income with the Business Office
Prepares (typing and cutting out) tickets for volleyball, non-conference basketball games and KCAC tournament games that are hosted by SC.
Prepares programs for home athletic events
Requests money necessary for tickets sales. Keeps account balanced and tracks gate income.
Responsible for pass gate list and providing comp tickets for family and friends of student-athletes and various groups/organizations requesting complimentary admission to home athletic contests
Mails out information regarding reserved seating for football, volleyball and basketball contests. Assists Athletic Director regarding seating chart. Orders names for backs of seats, removes old and applies new member names to seats. Sends thank you letters, membership cards and parking permits to those that purchase reserved seating.

Booster Club Duties

Sends out mailing to Winfield and Arkansas City communities regarding window schedule advertising
Sends out invoices, thank you letters and receipts to those who advertise
Sends out information regarding booster club golf scramble.
Maintains booster club banking account including invoicing, bill payment, making deposits and reconciliation of account.

Student Eligibility Duties

Provides Faculty Athletic Representative (FAR) with student list and information so they can obtain academic records necessary for student-athlete eligibility. Occasionally assists FAR with looking up necessary information in PowerCampus (self-service).
Enters all information into eligibility certification database, which produces Freshman Eligibility Certificate, Eligibility Certificate, and Certificate of Clearance reports. Schedules times for FAR to meet with transfer student-athletes to certify that transfers are eligible for competition in the KCAC. Verifies that information has been entered correctly, obtains signatures from Coach, Registrar, Athletic Director and Faculty Athletic Representative and mails before deadline date to KCAC Eligibility Chair.
Prepares participation lists on each sport and sends report to KCAC Eligibility Chair prior to deadline
Uses eligibility information to enter data into College database for annual NAIA Institutional Financial Aid report.
Prepares and mails (or faxes) transfer notifications to other colleges and universities.

Work Study/Campus Employment Duties

Supervises one office position
Provides time sheets for student workers and tracks hours worked weekly
Approves time cards using employee self-service portal

To apply, submit a cover letter, resume, and the complete contact information for three (3) professional references to [email protected]. Review of applications will begin immediately, and the position will remain open until a candidate has been selected. The successful candidate will be subject to a criminal background check. Southwestern College is an EEO/AA employer.

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