Clerical Assistant 3 - Athletics (Bloomsburg Campus) Job at Lock Haven University of Pennsylvania
Lock Haven University of Pennsylvania Lock Haven, PA 17745
$37,144 a year
Posting Details
Position Details
Posting Number
S0681
Position Title
Clerical Assistant 3 - Athletics (Bloomsburg Campus)
Department
Athletics-Staff BU
Bargaining Unit
AFSCME
Position Type
Staff
Full-time/ Part-time
Full-time
If Part-time, specify percentage
Temporary/ Permanent
Permanent
Benefits
The Pennsylvania State System of Higher Education provides a comprehensive package of employer benefits to eligible employees and their enrolled dependent(s), which include*:
- Medical and prescription drug benefits.
- Generous retirement plans, two options:
- Alternative Retirement Plan (ARP)
- State Employees’ Retirement System (SERS)
- Tuition benefits for employees and dependents.
- Paid time off.
- Employer-paid dental and vision benefits.
- Employer-paid life insurance.
- Voluntary insurances and additional retirement programs.
*Specific benefits may vary based upon university, employee group and/or collective bargaining unit. Visit:
http://www.passhe.edu/inside/HR/syshr/healthcare/Pages/Summary-of-Benefits.aspx for additional information regarding benefits.
To be eligible for most benefits, you must be a permanent, full-time employee (including temporary, full-time faculty with at least an academic year contract) or a permanent, part-time employee (including temporary, part-time faculty with at least an academic year contract) who is scheduled to work every pay period for at least 50% of full-time hours.
FLSA
Non-Exempt
Salary
$37,144.00/annual, in accordance with the AFSCME CBA
Work Hours
8:00 to 16:30
Work Schedule
Mon. - Fri.
Anticipated Start Date
07/05/2023
Anticipated End Date
None
Position Summary Information
Job Description Summary
Full consideration will be given to applications
received by May 30, 2023.
The incumbent reports directly to the Director of Athletics and Associate Athletic Director and performs a variety of clerical functions for the Director, Associate Director of Athletics, Coaches and the Director of Operations. This position serves as the receptionist for the office, and is the primary source for performing work duties to assure National Collegiate Athletic Association compliance, confirm verification and process systems updates; responsible for managing scholarship budgets for each individual sport and solely enters scholarships into Scholarship Manager software; tracks scholarships in ARMS software.
The incumbent reports directly to the Director of Athletics and Associate Athletic Director and performs a variety of clerical functions for the Director, Associate Director of Athletics, Coaches and the Director of Operations. This position serves as the receptionist for the office, and is the primary source for performing work duties to assure National Collegiate Athletic Association compliance, confirm verification and process systems updates; responsible for managing scholarship budgets for each individual sport and solely enters scholarships into Scholarship Manager software; tracks scholarships in ARMS software.
This position must be available to work limited evenings and weekends for special events.
Essential Duties
- Knowledge of English grammar, spelling, and punctuation at a level equivalent to that used in writing or adjusting written materials.
- Knowledge of standard office procedures, practices, conduct, and actions necessary in maintaining harmonious working relationships.
- Knowledge of the types, organization, and use of standard office files, logs, forms, and letter formats.
- Knowledge of intermediate arithmetic which involves calculations adding and subtracting, common fractions, multiplying and dividing.
- Skill in typing accurately.
- Ability to understand and follow oral and written instructions which explain multifaceted procedures.
- Ability to perform within processing procedures which involve an understanding of multiple aspects and application of varied standards.
- Ability to proofread information for conformance with a prescribed pattern or form, to assure the adherence to clerical office methods, or for compliance with specific administrative or procedural rules.
- Ability to transfer information and present it in a modified form according to rules and procedures.
- Ability to collect and organize material for reports by determining what available information should be included and presenting the information in a prescribe organized format.
- Ability to compose straightforward informational correspondence such as transmittals or acknowledgements in reply to request or questions on the work process or related information.
- Ability to instruct and advise clerical employees on the methods and procedures used in the work area.
- Ability to organize work and develop effective work methods in an area which involves variable phases of different techniques and procedures.
- Ability to make duty oriented decisions on the basis of well-defined standards and precedents.
- Ability to operate office and mail processing machines such as the adding machine, fax machine, photo-copier, postage meter and a personal computer for e-mail, word- processing and data entry and retrieval, and instruct others on their use.
- Knowledge of and ability to explain University policy and procedures.
- Ability to handle multiple tasks at the same time and determine priority of actions to be taken.
- Ability to initiate and complete tasks with minimal supervision.
Specific Duties
Performs receptionist duties for the Athletics Department by greeting visitors, directing individual to proper location, taking information, answering questions, and screening/routing telephone calls.
Other Duties:
Other Duties:
- Collects, records, and maintains coaches’ monthly calendars, athletics competition rosters and travel itineraries.
- Tracks coaches’ certification expiration dates; makes notification when appropriate:
- CPR/AED
- NCAA recruiting test modules
- PSAC Sportsmanship
- Code of Conduct
- Mandatory Reporter
- Takes notes of meetings and composes minutes in final form. Composes correspondence from either verbal or written notes, and files/ retrieves materials by systematically sorting and storing documents as designated.
- Solicits meeting topics, briefs the Director of Athletics on scheduled items, and composes staff department agendas.
- Issues Athletic Department visitor parking permits.
- Initiates work order requests for building and athletic facilities and follows up on work order requests to ensure that the work is completed in a timely and satisfactory manner.
- Helps maintain sufficient stock of office supplies and orders when necessary.
- Distributes student-athlete sashes to graduating students at the end of each semester. Incumbent places/removes holds in MyHusky as payment is received. Maintains spreadsheet of athletes and updates Student-Athlete Advocate.
- Assists in selling tickets for athletic events when needed.
- Collects information on operational procedures and prepares and maintains the Athletics Department Policy & Procedures Handbook. Annually updates the BU Faculty/Staff Directory, PSAC Directory, and Clell Wade Coaches Directory.
- Performs related work as required.
- Timekeeper – Collects, calculates, records, and maintains weekly schedules for two/three part-time Assistant Coaches; verifies and enters work hours into SAP system.
- Coordinates, prepares and maintains application materials/files for department search and screen process, including scheduling interviews, preparing itineraries, corresponding with applicants, completes and monitors travel reimbursement, and compiles summary information. Serves as Secretary for HR/Social Equity hiring for athletics.
- Assists in the preparation of budget estimates and other fiscal and statistical reports (e.g., Title IX).
- Other duties as assigned
The incumbent performs clerical support for National Collegiate Athletics Association Compliance and takes direction from Associate Athletic Director such as sending, receiving, distributing and filing NCAA-required forms, processing official visit requests; sending related correspondence, notifying coaches and reconciling visits upon completion, and utilizing MyHusky and the NCAA Eligibility Center to enter biographical data, financial information, and academic details into NCAA software and ARMS. Collects competition rosters, pre and post competition, enters competition status into NCAA Compliance Assistant and generates reports for NCAA sport sponsorship and EADA annual reporting requirements. For example:
Official Visit Request Form – The incumbent must confirm that the student is registered with the NCAA Eligibility Center, that the student is placed on an Institution Request List, and that the student has provided a high school transcript. The incumbent must determine if irregularities exist, and if so, contacts Associate Athletics Director. If no conflicts, incumbent sends official visit confirmation/welcome to recruits; signs the form on behalf of the Associate Athletics Director in their absence.
Competition Roster and Itinerary – The coach completes the Competition Roster & Travel Itinerary before each competition. The incumbent checks names of each student-athlete to determine if they are eligible to travel and compete. If there are issues, the incumbent will notify the Associate Director of Athletics and the coach. Penalties will be assessed by the NCAA if a student-athlete competes while ineligible. Coach enters competition for each student-athlete into ARMS software after contest; incumbent keeps separate spreadsheet for individual sports and tracks number of competing athletes per competition.
NCAA Software – The incumbent is responsible for entering all student athletes and updating student information in the NCAA website (10 screens in total). Among other entries, the incumbent must research and verify the student’s Amateurism Certification Status, Transfer Status, sport participation status, financial aid awards, drug testing consent form completion, academic eligibility, student athlete credits, grade point average and cumulative GPA, before entries can be made into the system. Incumbent tracks students who have not finalized the NCAA academic and amateurism completion, and if applicable, holds their athletic aid until these tasks are completed.
NCAA Software – The incumbent is responsible for entering all student athletes and updating student information in the NCAA website (10 screens in total). Among other entries, the incumbent must research and verify the student’s Amateurism Certification Status, Transfer Status, sport participation status, financial aid awards, drug testing consent form completion, academic eligibility, student athlete credits, grade point average and cumulative GPA, before entries can be made into the system. Incumbent tracks students who have not finalized the NCAA academic and amateurism completion, and if applicable, holds their athletic aid until these tasks are completed.
ARMS
Software – The incumbent enters all incoming student-athletes into software; tracks all scholarship renewals and runs various reports for Financial Aid Office. In the second full year of the ARMS implementation, incumbent has been charged with creating work flows to replace paper processes.
Manager of Athletic Scholarships
- Request for Letter of Intent – The incumbent must verify scholarship funds are available after receiving requests for athletic grant-in-aid from coaches and receives approval from Athletic Director to proceed with athletic offer. Incumbent must verify with the Admissions office that the student has been admitted to Bloomsburg University and whether or not they are a transfer student, that they are EC qualified (NCAA eligibility qualification). After the incumbent determines that a student is eligible, a Letter of Intent is generated, required signatures are obtained and the letter is distributed to the appropriate parties. Upon receiving and verifying completion of signed documents, incumbent is responsible for uploading the verification of completed and appropriately signed documents, incumbent uploads scanned documents within designated deadline to NCAA.
- Scholarship Renewals – the incumbent distributes current scholarship budget to coaches in March/April with instructions to indicate renew, increase, decrease or cancel current award to each student-athlete. Verifies funding is available and issues scholarship renewals. Confirms overall budget allotment with Athletics Director. Incumbent maintains database of all athletic scholarship offers, including endowed scholarships by sport and alphabetical list with all financial aid awards for current student-athletes who are renewed along with new NLI recipients (unrestricted and endowed). Works closely with Financial Aid Office and BU Foundation to process athletic scholarships and ensures student- athletes are eligible to receive their aid prior to disbursements each semester.
- Scholarship Changes – the incumbent is responsible for overseeing the scholarship grant-in-aid budgets for each sport and makes adjustments throughout the fiscal year, ensures all endowed scholarships are fully utilized each year and often requires the exchange of scholarship amounts and all follow-up paperwork. Incumbent ensures criteria of named scholarships is met and advises coaches accordingly. Additional/new duties associated with managing our named athletics scholarships (endowed/annual) is the entering of selected recipients and amounts of each scholarship awarded into Scholarship Manager software. This requires the incumbent to work closely with the Financial Aid Office and the BU Foundation. This requires the highest level of attention to detail and constant scrutiny to ensure accuracy. The incumbent is solely responsible for this function. Incumbent also works closely with the Financial Aid Office to reconcile this account twice annually, in preparation for payout.
In response to Coaches’ inquiries/requests:
- Research the permissibility of offering an Official Visit and/or National Letter of Intent by confirming that the student is registered with the NCAA Eligibility Center, that the student is placed on an Institution Request List, and that the student has provided a high school transcript. Determine if irregularities exist, and if so, contact Associate Athletics Director. If no conflicts, send an official visit confirmation/welcome to recruits; sign the form on behalf of the Associate Athletics Director in their absence.
- Adhere to NLI rules and deadlines and instruct coaches accordingly. The NLI’s being uploaded to NCAA is time sensitive and consequences of untimely submission can range from fines to athletes being ineligible.
- Scholarship Renewals – Distribute current scholarship budgets to coaches in March/April with instructions to indicate renew, increase, decrease or cancel current award to each student-athlete. Verifies money is available and issues scholarship renewals. Confirms overall budget allotment with Athletics Director. Maintain database of all athletic scholarship offers, including endowed scholarships by sport and alphabetical list with all financial aid awards for current student-athletes who are renewed along with new NLI recipients (unrestricted and endowed). Work closely with Financial Aid Office and BU Foundation to process athletic scholarships and ensure student-athletes are eligible to receive their aid prior to disbursements each semester.
- Scholarship Changes – Responsible for overseeing the scholarship grant-in-aid budgets for each sport and make adjustments throughout the fiscal year, ensure all endowed scholarships are fully utilized each year and often requires the exchange of scholarship amounts and all follow-up paperwork. Assist in matching criteria of named scholarships and scholarship amounts, and advise coaches accordingly. These decisions must be exact in matching athlete with the appropriate dollar amount and criteria of named scholarships. As cancellations occur, track and notify supervisor in a timely manner of unused endowed scholarships to make sure they are fully utilized and re-issued per semester.
- Additional/new duties associated with overseeing our named athletics scholarships (endowed/annual) is the entering of selected recipients and amounts of each scholarship awarded into Scholarship Manager software. This requires working closely with the Financial Aid Office and the BU Foundation. This is in addition to the regular processing of athletics scholarships (non-named athletics monies), which includes renewals, reductions and cancellations, which occur throughout the year. Work with the Financial Aid Office to reconcile this account twice annually, in preparation for payout.
- Competition Roster and Itinerary – Upon receiving the completed Competition Roster from coaches, check names of each student-athlete to determine if they are eligible to travel and compete. If there are issues, notify the Associate Director of Athletics and the coach.
- Assist in creating workflows in ARMS software to replace present paper processes.
In regards to scholarships:
- Keep all individual scholarship budgets up to date and notify Athletic Director of requests by coaches for new awards and changes or cancellations.
- Scholarship Renewals – Distribute current scholarship budgets to coaches in March/April with instructions to indicate renew, increase, decrease or cancel current award to each student-athlete. Verifies money is available and issues scholarship renewals. Confirms overall budget allotment with Athletics Director. Maintain database of all athletic scholarship offers, including endowed scholarships by sport and alphabetical list with all financial aid awards for current student-athletes who are renewed along with new NLI recipients (unrestricted and endowed). Work closely with Financial Aid Office and BU Foundation to process athletic scholarships and ensure student-athletes are eligible to receive their aid prior to disbursements each semester.
- Scholarship Changes – Responsible for overseeing the scholarship grant-in-aid budgets for each sport and make adjustments throughout the fiscal year, ensure all endowed scholarships are fully utilized each year. Assist in matching criteria of named scholarships and scholarship amounts, and advise coaches accordingly. These decisions must be exact in matching athletes with the appropriate dollar amount and criteria of named scholarships. As cancellations occur, track and notify supervisor in a timely manner of unused endowed scholarships to make sure they are fully utilized and re-issued per semester.
- Additional/new duties associated with overseeing our named athletics scholarships (endowed/annual) is the entering of selected recipients and amounts of each scholarship awarded into Scholarship Manager software. This is in addition to the regular processing of athletics scholarships (non-named athletics monies), which includes renewals, reductions and cancellations, which occur throughout the year. Work with the Financial Aid Office to reconcile this account twice annually, in preparation for payout.
- Act as timekeeper for two/three part-time coaches and maintain their weekly time sheets and record their hours worked into SAP. This requires keeping track of their afforded hours and notifying them when their hours are going to exhaust.
Minimum Qualifications (Required Knowledge, Skills and Abilities)
One year as a Clerical Assistant 2;
OR
One year of moderately complex clerical experience;
OR
an equivalent combination of experience and training.
OR
One year of moderately complex clerical experience;
OR
an equivalent combination of experience and training.
This position requires keyboarding skills to meet standards for speed and accuracy
Preferred Qualifications
Demonstrated organizational skills
Demonstrated ability to multi-task
Demonstrated experience with Microsoft office applications – in particular Excel and Access
Demonstrated ability to learn new software systems (Banner, NCAA Compliance Assistant, and ARMS (a compliance tracking software))
Demonstrated experience working with college athletics/student athletes and coaches
Physical Demands
N/A
Posting Detail Information
Open Date
05/09/2023
Close Date
Special Instructions to Applicants
- Full consideration will be given to applications received by May 30, 2023.
- Applicants must provide the name, telephone number and email address of three professional references.
- Finalists must communicate well and successfully complete an interview process.
- Employment is conditional, pending successful completion of the background clearances mandated by Act 153 of 2014 and Board of Governors Policy 2014-01-A: Protection of Minors. In order to qualify for a provisional appointment, the Applicant Acknowledgement Consent Form, Provisional Hire Form, Pennsylvania State Police and Justifacts portion of the clearance process must be successfully completed prior to your start date. The remaining PA Child Abuse History Clearance and FBI Clearance must be successfully completed and returned as soon as possible within the first 90 days of employment.
Background Clearances
In accordance with Act 153 of 2014 (HB 435), appointment is contingent upon completion of a satisfactory background investigation which includes, but is not limited to, Act 34, Pennsylvania Criminal Record Clearance; Act 151, Child Abuse Clearance; and Act 114, Federal Bureau of Investigations (FBI) Criminal Background Checks.
Appointment is provisional provided the “Arrest/Conviction Report and Certification Form” and verification of your three background checks are returned to the Human Resource office prior to your hire date.
Diversity Statement
At Commonwealth University we recognize our responsibility to continuously support a living, learning, and working environment that values the diverse contributions from all members of our campus community. Our commitment to diversity, equity and inclusion enriches our campus community and is instrumental to our institutional success. Commonwealth University strives to cultivate a campus climate that allows all members to embrace diversity, equity and inclusion as we achieve success both in and out of the classroom, in our work responsibilities, and in our professional lives beyond Commonwealth University. We uphold our commitment to DEI by:
- Actively supporting and promoting the intellectual and personal growth of our students, inside and outside of the classroom.
- Providing workshops, trainings, programs designed to broaden the knowledge and understanding of diversity, equity and inclusion within our campus community.
- Ensuring that all learning and living environments throughout our campus are welcoming and capable of serving all individuals.
Title IX/Clery
The University prohibits any form of discrimination or harassment on the basis of sex, race, color, age, religion, national or ethnic origin, sexual orientation, gender identity or expression, pregnancy, marital or family status, medical condition, genetic information, veteran status, or disability in any decision regarding admissions, employment, or participation in a University program or activity in accordance with the letter and spirit of federal, state, and local non-discrimination and equal opportunity laws, such as Titles VI and VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act, the Americans with Disabilities Act and ADA Amendments Act, the Equal Pay Act, and the Pennsylvania Human Relations Act.
The University also complies with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crimes Statistics Act, as amended by the Violence Against Women Act (VAWA). Title IX prohibits retaliation for asserting or otherwise participating in claims of sex discrimination. VAWA imposes additional duties on universities and colleges to investigate and respond to reports of sexual assault, stalking, and dating or domestic violence, and to publish policies and procedures related to the way these reports are handled. The University has designated the Title IX Coordinator (Jennifer Raup, Elwell Hall, ORL, 570-389-4808,
jraup@bloomu.edu or
titleixcoord@bloomu.edu), to coordinate the University’s compliance with Title IX and VAWA and to respond to reports of violations. The University has directed the Police Department to coordinate the University’s compliance with the VAWA-related Clery reporting requirements. Additionally, inquiries concerning Title IX and its implementing regulation can be made to the U.S. Department of Education, Office of Civil Rights, Region III, The Wanamaker Building, 100 Penn Square East – Suite 505, Philadelphia, PA 19107; Phone: (215) 656-6010; Fax: (215) 656-6020.
About Commonwealth University of PA
The Power of Three Bloomsburg, Lock Haven and Mansfield universities have joined forces to boldly transform higher education in our region and beyond. While we are uniting as Commonwealth University of Pennsylvania, you can expect a college experience that is anything but common.
We’re Honoring our History by preserving the founding principles of each campus and continuing our vibrant on-campus student experience, serving as pillars of our communities, supporting students and our neighbors alike.
We’re Investing in Today by answering the greatest challenges facing higher education: accessibility, cost, quality, and relevance through the combined strength of our storied institutions.
We’re Building a Powerful Tomorrow by boldly changing the trajectory of public education to position ourselves for growth, increased access, and to meet economic and workforce development needs in our region, across Pennsylvania and beyond.
We’re Honoring our History by preserving the founding principles of each campus and continuing our vibrant on-campus student experience, serving as pillars of our communities, supporting students and our neighbors alike.
We’re Investing in Today by answering the greatest challenges facing higher education: accessibility, cost, quality, and relevance through the combined strength of our storied institutions.
We’re Building a Powerful Tomorrow by boldly changing the trajectory of public education to position ourselves for growth, increased access, and to meet economic and workforce development needs in our region, across Pennsylvania and beyond.
Quick Link
https://jobs.lhup.edu/postings/6498
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