Administrative Support Assistant (Operations Coordinator)
Penn State University
Penn State Intercollegiate Athletics is seeking candidates for an Operations Coordinator to support Men’s Hockey coaching staff and the Athletic Director for New Business Development. Responsibilities include but are not limited to: administrative support (drafting, editing, typing and preparing mailings) for coaches and staff; assist with scheduling and organizing meetings and events; arrange and coordinate non-team travel as requested by coaches; prepare expense reports in ERS; receive payments, process bank deposits; utilize IBIS, initiate payments to University employees, departments, and outside vendors; create purchase orders; initiate requests for pricing quotes from Procurement services; resolve budgets in CRFN, and purchasing cards in RPCC, and create UENC's; prepare University forms; copy machines point of contact; manage office supplies; serve as a trusted resource for staff; serve as effective point of contact for parents, Friends of Penn State Men’s Hockey, and team supporters with an awareness of NCAA Rules Compliance; coordinate team ticket needs; organize the team’s end of year celebration and recognition of seniors; work in coordination with Pegula Arena staff; support head coach, assistant coaches and Assistant AD for New Business Development in other duties as assigned. Serve as backup support person for women’s ice hockey coaching staff and Pegula Arena operations. This job will be filled as a level 3, or level 4, depending upon the successful candidate's competencies, education, and experience. Typically requires a High School diploma or higher plus two years of related experience, or an equivalent combination of education and experience for a level 3. Additional experience and/or education and competencies are required for higher level jobs. The successful candidate must be dynamic, have exceptional phone and customer service skills; excellent interpersonal, organizational, written and oral communication skills, ability to multi-task, ability to prioritize appropriately and meet required deadlines. Positive attitude. Proactive approach to areas of responsibility. Confidential approach to all work and team related matters. Proficiency in Microsoft Office including Word, Excel and Outlook is required. Ability to work in a dynamic environment with frequent interruptions. Exceptional organization and communication skills are essential. Familiarity with scheduling assistant software. Ability to work on nights and weekends during the hockey season at home games and in support of figure skating activities is an expectation. Familiarity with the University’s payment and human resource systems including IBIS, Concur, EBuy, and WorkLion are desirable. This is a fixed-term appointment funded for one year from date of hire with excellent possibility of re-funding.
These salary bands have been established to provide salary guidelines for staff positions.