Job Title: Athletic & Recreation Facilities Operations Assistant
Classification: C4
Department: Athletic & Recreation Facilities
Updated: July 2026

Job Summary

Provides comprehensive administrative, operational, financial, and customer service support for Athletic & Recreation Facilities. This position coordinates departmental business operations, external facility contracts, financial processing, website content management, compliance activities, and departmental systems while supporting students, staff, and external clients. The position serves as a key operational resource, exercising considerable independence in managing multiple priorities, improving processes, maintaining compliance with university policies, and ensuring efficient department operations.

Essential Functions

• Provide administrative support to department leadership through correspondence, reports, contracts, meetings, and special projects.
• Serve as the departmental resource for Workday financial processes, including creating requisitions, managing processing of purchase orders, developing and tracking supplier requests, assigning supplier invoices, and creating journal transfers, internal service deliveries, and cash sales.
• Manage the lifecycle of facility rental agreements and contracts for external clients from initial request through final payment, ensuring required documentation, insurance certificates, waivers, accurate records, and compliance with university policies.
• Coordinate and reconcile all departmental expense card transactions while maintaining PCI compliance and ensuring adherence to university financial policies and procedures.
• Process and reconcile revenue related to facility rentals, including forecasting revenue, tracking deferred revenue, and managing tax payments.
• Coordinate and track referee and game official expense transfers utilizing university and third-party systems.
• Maintain departmental website content and online forms, ensuring information related to memberships, day passes, facility rentals, policies, and programs remain current and accurate.
• Monitor departmental business processes and identify opportunities to improve workflows, increase efficiency, and enhance customer service.
• Manage office operations including supplies, equipment, records management, and filing systems.
• Prepare operational and financial reports and provide data to department leadership to support planning and decision-making.
• Train and supervise student employees while providing ongoing coaching and support.
• Provide exceptional customer service to students, faculty, staff, community members, and external clients through phone, email, and in-person interactions.
• Maintain confidential records and exercise sound judgment in handling sensitive information.
• Perform other duties as assigned.

Non-Essential Functions

• Assist with departmental events and special projects.
• Provide cross-functional support during peak operational periods.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative, organizational, and financial processing skills.
• Experience with Microsoft Office and other business software applications.
• Experience using enterprise business systems such as Workday or equivalent.
• Demonstrated experience coordinating multiple projects and priorities while working independently.
• Strong verbal and written communication skills.
• Demonstrated ability to provide exceptional customer service.
• Demonstrated ability to organize, prioritize, and complete work accurately under deadlines.
• Demonstrated ability to exercise sound judgment while maintaining confidentiality.
• Demonstrated ability to build and maintain positive interpersonal and intercultural relationships.

Preferred Qualifications

• Bachelor's degree.
• Higher education experience.
• Experience with Workday financial and procurement processes.
• Experience managing contracts or facility rental agreements.
• Experience with budget administration or financial reconciliation.
• Demonstrated experience to successfully coordinate large projects, handle multiple demands efficiently and prioritize workload in a self-directed setting.
• Experience maintaining website content using a content management system.
• Experience supervising student employees.

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.

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