Fieldhouse Management Assistant
Job Title: Fieldhouse Management Assistant
Classification: C4
Department: Athletic & Recreation Facilities Management
Updated: January 2019
Job Summary
Leading Scheduling Coordinator for Athletic & Recreation Facilities Management.
Essential Functions
- Assist Fieldhouse Manager and Assistant Manager in carrying out office operation responsibilities.
- Schedule and coordinate interdepartmental, on –campus and community events/functions using the Event Management System (EMS).
- Answer phones, provide information, and route calls to the appropriate persons or departments.
- Assist the Fieldhouse Manager with office organization, and scheduling of meetings and appointments.
Financial Duties and Responsibilities:
- Monitors FRS and review budget encumbrances against two FH accounts. Reconcile charges with office records.
- Track and maintain accurate records and expenditures.
- Compile and generate list of Maintenance Repair Reserve Transfers.
- Prepare and process bills and invoices for payment.
- Reconcile and track FH Management Purchasing Card Expenditures.
- Process travel vouchers, requisitions, IDC’s, I9’s, and other university forms.
- Responsible for processing of FH revenue and all aspects of the money handling/accounting procedures.
- Process Student Employment UltraTime system and maintain appropriate records.
Office Management:
- Assist with updating the Fieldhouse website.
- Compile data and materials for statistic reports.
- Prepare meeting materials, minutes, updates and other support functions as needed.
- Receive, open, and distribute incoming mail.
- Type correspondence and maintain document confidentiality.
- Issue lockers to GVSU Faculty and Staff and maintain the appropriate records.
- Create and maintain filing systems both paper or computerized.
- Responsible for ordering and maintaining departmental office supplies.
- Make travel arrangements as needed.
- Responsible for processing of FH membership cards.
- Responsible for arranging all computer office support for department.
- Edit correspondence, reports, and materials for publication.
- Hire, authorize, and train several student office staff and assist with other student staff as needed.
- Coordinate work orders for food service, media service, and facilities services as needed.
Non-Essential Functions
Not Applicable
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully use a variety of computer software applications.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment.
Preferred Qualifications
- Bachelor’s degree.
- Higher education work experience.
- Prior experience in conference services.
Supervision Received
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.