The Student Services Generalist acts as the coordinator of Athletics and is responsible for assisting the Director in daily operations of the Athletics department. Plans, schedules and/or oversees games/matches or other programs and activities, ensure that event venues meet specifications, and provides for the safety and welfare of event participants and guests.
Characteristics, Duties, and Responsibilities
• Tracks all departmental and athletic team expenditures/income, including processing of payment requests, deposits and credit card reconciliations.
• In conjunction with the Director of athletics and head coaches, schedules all intercollegiate athletic contests including scrimmages, conference, regional and out of region opponents, including master schedule of all sports.
• Coordinates transportation for sports teams which includes defining needs, developing schedules, securing buses, vans and drivers.
• Trains and assists coaching staff with administrative procedures including cash advances, per diems, payment requests, travel reconciliation forms, team travel arrangements, lodging, meals etc.
• Makes all travel arrangements for each sports team including scheduling flights, reserving hotel rooms, rental vehicles and other travel needs as dictated by each program’s schedule. Prepares a travel packet for each trip for the coach to reference necessary travel documents to support all reservations. Collects all receipts associated with each trip to process and enter into an internal budget spreadsheet to track expenses per trip.
• Prepares required game/match contracts and obtain required signatures.
• Hires, oversees, trains and schedules all student workers from office staff to game coverage staff.
• Establishes officiating schedules for all athletic competitions with opposing teams. Ensure proper payments to officials.
• Maintains communications with team representatives and officials to confirm the status of each event.
• As assigned, act as ‘administrator in charge’; resolve operational issues and direct staff as needed for NJCAA intercollegiate functions.
• Responsible for game day set up and breakdown of all intercollegiate contests.
• Serves as an initial contact with prospective students, staff, and faculty and community members seeking information about the Athletic Department both in person, phone and email.
• Generates the necessary institutional forms for processing. In collaboration with the Office of Human Resources, prepare confidential human resource and payroll requests as needed for the employment of temporary, student and regular staff. Order business cards, keys and/or other needs for staff when necessary.
• Monitors and maintains time keeping, personnel and payroll records for all employees.
• Serves as the primary information resource for department policies, procedures and guidelines.
• Assists in the preparation and distribution of departmental publications
• Maintains the shared Outlook Calendar for games, practices & events.
• Reads, interprets, and communicates College policies and procedures.
• Recommends improvements in department procedures. Collaborates with other staff/administrators/faculty to identify needed improvements in procedures and communication.
• Performs related duties as assigned by supervisor.
Bachelor’s degree required.
• Proficient in Microsoft Suite (Word, Excel, Outlook, PowerPoint).
• Understanding of athletic and region websites.
• Outstanding customer service and communication skills.
Competencies and Skills Required
• Must possess strong interpersonal skills to interact tactfully and courteously with students, the general public, faculty, and other staff members.
• Must be a “quick study” in order to quickly grasp knowledge of policies and procedures relating to every aspect of student services that a prospective or current student may utilize.
• Analytical and problem-solving skills.
• Ability to take required initiative to solve problems.
• Ability to collaborate with others.
• Commitment to student service and a diverse population.
Physical Demands and Work Environment
• This position’s duties are normally performed in a typical interior/residence work environment, based on the activity scheduled.
• Some physical effort required; however, the employee must occasionally lift and/or move up to 25 pounds.
• No or very limited exposure to physical risk.
• Some travel required.
Union County College does not discriminate and prohibits discrimination, as required by state and/or federal law, in all programs and activities, including employment and access to its career and technical programs.
Union County College is an EEO/AAP Employer/Protected Veteran/Disabled
Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons.
Terms of Employment
Flexible schedule to meet department needs. Some evening, weekends, and extended hours will be required. Ability and willingness to travel on short notice to all on and off- campus sites as needed by the college. Flexible hours are required throughout the year, especially at peak times. Position may be required to work at any campus at any time. Employee must establish primary residency in New Jersey within one year of appointment unless an exemption applies.
About this company
As the oldest community college in New Jersey, UCC has been serving both career-minded and transfer-oriented students since 1933. The College has maintained its commitment to scholarship by providing a solid liberal arts foundation while, at the same time, developing new programs and courses that meet the challenges of a rapidly developing society.
UCC is focused on ensuring that our programs and facilities are equipped to prepare students for the intellectual and technological demands of the 21st century. All four UCC campuses boast advanced data and voice infrastructures that can support the latest in computer hardware and software. All credit students are offered their own college e-mail accounts through which they can communicate with UCC's outstanding faculty, fellow students, and the vast world of knowledge and information available through the World Wide Web. Distance learning opportunities, such as courses by videotape, are increasing with each semester.
Even more important, UCC has a reputation for providing its diverse student body with a nurturing and supportive environment. Student services from counseling and financial aid to the tutoring provided by the Academic Learning Centers on each campus are in place to ensure student success.
For those wishing to pursue a bachelors degree, the economics of spending the first two years at Union County College coupled with the dual admissions and transfer /articulation agreements that the College has in place, can ease the road to junior year status at a long list of colleges and universities throughout the U.S. While here, students have the chance to participate in a range of activities. These include a five-star chapter of the honor society of Phi Theta Kappa, an award-winning student newspaper, a modern fitness center, and a range of athletic programs. In 1998, the UCC Owls and Lady Owls were the first teams from one college to become the Men's and Women's Garden State Athletic Conference Basketball Champions in the same year.
Whether you are a recent high school graduate, an adult returning to school after a hiatus, an employee seeking additional training or a new career, Union County College can be your . . . access to the 21st century!
Location/Region: Cranford, NJ