Athletics Administrative Assistant

2 weeks ago

Red Deer, Canada Red Deer Polytechnic Full time

Position Information

**Position Title**
- Athletics Administrative Assistant**Position Summary**
- The Athletics Administrative Assistant is responsible for providing reception services and administrative support for the Department of Athletics. The incumbent is expected to work both independently and as a team member to perform a wide variety of administrative support services, all of which contribute to the efficient and professional operation of the department.
- Using effective communication, problem-solving and organizational skills, while exercising discretion and confidentiality, this position plays a critical role in the administration of the department’s student-athlete support services and athletic eligibility program.**Position Responsibilities**

**Athletic Eligibility**
- Contributes to the establishment and continuing functionality of a database to collect information required to assess each student-athletes’ eligibility to compete in the ACAC/CCAA, as well as team personnel information required for compliance purposes.
- Ensures information and required forms (such as student-athlete consent, CCES drug education seminar completion, emergency contact information, etc.) are collected, tracked and reviewed annually for student-athlete and team personnel.
- Maintains accurate athletic participation and academic status records on student-athletes and their programs.
- Submits, tracks, and communicates with coaches all relevant information needed for eligibility and eligibility compliance for the ACAC and CCAA.
- Completes student-athlete transfer forms for review by the Manager, Athletics & Student Life.
- Ensures team rosters (excel sheet and website) are updated when modifications are made to a program roster.
- Registers student-athletes participating in hockey into the Hockey Alberta data management system.
- Prepares and submits, after review by Manager, Athletics & Student Life and Registrar, ACAC/CCAA Eligibility Certificates in accordance with ACAC regulations and procedures which includes electronic submission via Conflink.
- Prepares and submits, after review by Manager, Athletics & Student Life, ACAC/CCAA Academic Awards Nominations.
- Prepares annual academic performance and recruiting reports for the Manager, Athletics & Student Life.
- Ensures all athletic eligibility procedures meet FOIPP standards.

**Administrative Support to the Department**
- Coordinates meeting logistics which includes but is not limited to securing meeting space, parking permits, food, transcribing minutes and preparing meeting packages for department meetings.
- Assists with orientation of new staff which includes submitting eRequests, ordering business cards and, if necessary, name tags and guiding them to college services (i.e. key pick up, parking).
- Prepares orientation packages for new employees and assists Manager, Athletics & Student Life in onboarding new Athletics staff.
- Ensures the general department area (copier room, hallway and 2003) is clean, welcoming, and a professional environment for staff and guests.
- Coordinates maintenance requests and furniture moves.
- Monitors and purchases office supplies through Staples/Bookstore.
- Requests office equipment maintenance when needed.
- Oversees mail and courier delivery needs for the department.
- Provides administrative support for special events such as but not limited to the athletic awards night, alumni function, and ACAC /CCAA championships.

**Student-Athlete Support Services**
- Leads in the scheduling of and delivery of the mandatory incoming student-athlete orientation which includes event logistics (location, food, etc.), content development, securing presenters/speakers, and communication with coaches and student-athletes.
- Consults with the Residence Manager to ensure timely and complete information is circulated to the coaches regarding the residence program for athletics.
- Tracks and prepares for the Manager, Athletics & Student Life’s approval, recommendations for the usage of dedicated residence spots in accordance with the residence program.
- Updates website and template documents related to the Academic Support Program for student-athletes in academic peril.

**Continuous Growth & Acquisition of New Skills**
- Actively participates in training and professional development activities as they become available.
- Actively acquires knowledge and skills related to this position.
- Familiarizes self with policy and procedures in order to meet user needs immediately without misleading or misdirecting clients.
- Performs other duties as assigned.
- Provides coverage for other administrative positions within the division.

**Required Qualifications**
- Two (2) years of post-secondary training, completion of a community college certificate including trades apprenticeships or equivalent.
- Over Two up to Three Years related experience.

**Preferred Qualifications**
- Comfortable with virtual meeting software and cloud-based docume

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