Recreation and Wellness Assistant
Job no: 494803
Position type: PSS - Professional Support Staff
Categories: Student Services
Provides a variety of administrative and financial processing duties for the department of Recreation & Wellness. This position requires exceptional organizational and communication skills, high level multi-tasking and office supervisory abilities, and a passion for managing finances with a high attention to detail.
- Provide administrative support for Director, Associate & Assistant Director(s) and Coordinators in the way of scheduling, coordination, preparation of correspondence, agreements, and contracts.
- Provide receptionist and customer service duties in the office suite, including hiring, training, scheduling, and supervising multiple student employees.
- Coordinate and oversee all financial/accounting procedures for Recreation & Wellness.
- Prepare and process multiple types of department related deposits.
- Coordinate financial access and travel expense reporting; assist with purchasing card management and maintain PCI compliance.
- Assist individual purchasing card holders with creating and submitting monthly expenses and travel & expense reports as needed.
- Monitor department finances, reconciling, making, and tracking expenditures, processing payments, and creating requisitions/purchase orders. (Recreation & Wellness has 100+ accounts to be familiar with.)
- Prepare and process inter-departmental transfers, invoices, journal transfers to move expenses, budget transfers, requisitions, purchase orders, and credit card refund requests.
- Assist with budget reports – questions/clarifications at fiscal year-end for accounting.
- Assign the proper accounts to pay invoices and process invoices/transfer requests including follow-up on errors/issues with vendors and requesting W9 forms from new vendors.
- Coordinate and review requests from Club Sport student organizations and approve expenditures according to allocated funding from the Club Sport Council. (There are 50+ Club Sport teams.)
- Assist with support services for Club Sports related to individual club needs (van rental payments, athletic training payments, facility contracts, etc.)
- Assist Club Sports teams with on-campus account balance inquiries, requests for invoice payments, as well as recording/collecting and depositing club dues brought into the office.
- Oversee office technology, equipment, and supplies.
- Foster a work environment that affirms and advances diversity, promotes inclusion and commitment to equity.
- Provides accurate information and answers questions objectively about recreation and wellness services including sexual health services, in a caring, non-biased, non-judgmental, and non-directive manner.
- Performs other duties as required/assigned by manager.
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to successfully maintain positive intercultural and interpersonal relationships.
KNOWLEDGE, SKILLS AND ABILITIES PREFERRED
- Bachelor’s Degree
- Higher education or large organization work experience
- Accounting/Budgeting experience
- Supervisory experience
- Prior experience with Workday, and/or other project organizational software
- Prior experience with recreational activities, sports, fitness, or wellness programs
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
Salary: C-4 Level. Minimum starting salary of $20.78 per hour.
Department/Division: Recreation & Wellness, Student Affairs
Job Type: Full Time, Monday through Friday 8 am – 5 pm with occasional pre-scheduled nights and weekends to support large campus events
How To Apply: Apply online at jobs.gvsu.edu and select "Apply now". Please include a cover letter and resume. The online application will allow you to attach these documents electronically. On the application, you will be required to provide names, phone numbers, and e-mail addresses for three professional references. Applicants selected for interviews will be required to submit official transcripts prior to the interview. If you need assistance, please call Human Resources at 616-331-2215.
Application Deadline: Applications due June 16
The University is an affirmative action, equal opportunity institution, consistent with its obligations as a federal contractor. It encourages diversity and provides equal opportunity in education, employment, all of its programs, and the use of its facilities. It is committed to protecting the constitutional and statutory civil rights of persons connected with the University.
Members of the University community, including students, employees, faculty, staff, administrators, Board members, consultants, vendors, others engaged to do business with the University, candidates for employment or admissions, and visitors or guests have the right to be free from acts of harassment and discrimination, including sexual misconduct, as defined by this policy. In accordance with applicable federal and state law and this policy, acts of discrimination or harassment by members of the campus community are prohibited if they discriminate or harass on the basis of age, color, disability, familial status, height, marital status, national origin, political affiliation, race, religion, sex/gender (including gender identity and expression), sexual orientation, veteran or active duty military status or weight. This includes inappropriate limitation of, access to, or participation in educational, employment, athletic, social, cultural, or other university programs and activities. The University will provide reasonable accommodations to qualified individuals with disabilities. Limitations are lawful if they are: directly related to a legitimate university purpose, required by law, or lawfully required by a grant or contract between the university and the state or federal government. For the purposes of this policy, sex-/gender-based harassment includes sexual misconduct, sexual assault, interpersonal or relationship violence, and stalking.
See www.gvsu.edu/affirmative. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request.
Advertised: Eastern Daylight Time
Applications close: Eastern Daylight Time
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