Athletic Program Assistant

• Assist coaches and students in the various programs within SSRA (Varsity Sports, Club Sports, Intramurals, and SSRA course offerings).
• Greet and assist visitors, including students, parents, faculty, and staff, in person, via email, voicemail, or by answering phone calls and responding in a timely manner.
• Assist with the development, implementation, and monitoring of athletic department budgets, including processing and maintaining the necessary records for payments, reimbursements, invoices, and deposits related to SSRA/Athletics.
• Reconciliation of credit card transactions, including the appropriate use of object codes and the authorization of credit card paperwork and journal entries.
• Assist with the planning and organization of department events, including the HOF and the W Club Golf tournament.
• Works collaboratively with the business office and builds relationships with other campus offices to ensure effective service and representation of the athletics department.
• Analyze financial data, prepare detailed reports, and forecast expenditures and revenues.
• Assist with the completion of the EADA Report and any other financial documents that might be required for the department to complete.
• Assist coaches and staff with all budget-related needs, transactions, and resolutions.
• Work to maintain proficiency in working with the College’s budget platform and credit card platform (Emburse). Provide training and assistance with financial processes for the department’s staff and head coaches.
• Assist with the SSRA class schedule, classroom space, and instructor communications.
• Provide guidance on all policies that are pertinent to the department’s work, (i.e., departmental and college travel policies, motor pool, NCAA rules, NWC rules, recruiting guidelines, etc.).
• Process Travel Advance transactions and any additional requests for recruitment or team advances as needed.
• Process end-of-year closing procedures for all departmental accounts.
• Work collaboratively with the Director of Athletics, head coaches, and staff members to calculate budget projections, analyze expenses and revenues, and complete the appropriate tracking reports on a monthly basis.
• Order and maintain office supplies, maintain the upkeep of the main office area, and the supply room.
• Work collaboratively with the AD and the Director of Facilities and Events on the request process and reservations for the use of athletic facilities and classroom space under the oversight of the SSRA Department.

• Assist with the appointment calendar for the Athletic Director and meetings for the department.
• Maintain support for the Director of Athletics, including organizing meetings, conferences, staff events, and event logistics.
• Exceptional service support for members of the athletic department with the ability to train members on the department on any business office system or policy (i.e., credit card system).

• Adapt to evolving priorities and contribute to additional projects and initiatives related to SSRA that align with institutional needs.

• Ability to actively and positively contribute to the College’s core values of diversity, equity, inclusion, antiracism and access.
• Strong organizational and multitasking skills, with keen attention to detail.
• Ability to work independently while using sound discretion and judgment, and the ability to maintain confidentiality with financial information, personnel, and work with the AD as needed.
• Proficiency in Microsoft Word, Excel, and PowerPoint, Google Docs, as well as the Internet and social media.
• Strong organizational skills with the ability to multitask in a busy office environment.
• Excellent communication skills, professionalism, and the ability to manage a fast-paced, high-interruption office environment.
• Exceptional service support with all members of the department, campus community, and visitors.
• Strong interpersonal and communication skills, and ability to establish and maintain cooperative and harmonious working relationships with a variety of campus constituencies.
• Experience in office services and vendor relations.

• Associate’s Degree.
• 2+ years of experience in office management, administrative support, or receptionist roles, preferably in a service-oriented environment.
• OR a combination of relevant education, training, and experience.

• Bachelor degree.
• 3+ years of experience in office management, administrative support, or receptionist roles, preferably in a service-oriented environment.
• Experience in higher education and/or athletics.

Whitman College