Admin Assistant 2 {36.25}, Athletics Department - Jobs in Olds, AB

Job Description

About Olds College of Agriculture and Technology & Broncos AthleticsFounded in 1913, Olds College has been offering quality hands-on education for over a century. We are a distinct, provincially focused institution that supports the teaching and learning of all Albertans. Through our regular programming, continued education, and online and blended programming, we provide accessible educational opportunities within Alberta and beyond. We work closely with industry to advance and adapt our programming to ensure our graduates have the skills to succeed.At Olds College we value our people and are committed to providing a supportive and rewarding work environment. Olds College provides quality education in an environment that is designed to promote academic excellence and student success. There are many reasons to join Olds College and build a meaningful career in a community that is innovative, diverse and welcoming. The mission of the Department of Athletics at Olds College is to create value for the student-athletes, the Department of Athletics and Olds College by:

• Supporting a positive student-athletes’ experience in academics, athletics, leadership and citizenship;
• Developing a culture where people are passionate about the welfare and success of others and where everyone strives for excellence;
• Creating revenue and fundraising opportunities that ensure the growth and sustainability of the Department of Athletics;
• Projecting a positive brand image of Broncos Athletics. Our brand is who we are.

Olds College student athletes compete at the highest level in the provincial Alberta Colleges Athletic Conference (ACAC) and national Canadian Collegiate Athletic Association (CCAA) leagues. We have teams in men’s and women’s basketball, volleyball, soccer, futsal, badminton, e-sports and women’s hockey.The Opportunity – Athletics Administrative Assistant II, Full-time, permanentThis position is responsible for providing high quality administrative support and financial services to the Broncos Athletics Department. This position will work closely with Business Services and Human Resources on campus as well as being the first point of contact for coaches, student-athletes and the community. The position will have frequent contact with our partners the Canadian Collegiate Athletic Association (CCAA), the Alberta Colleges Athletic Conference (ACAC), sponsors, and community partners. Key Job Functions

• Provide strong coordination and full administrative support to the Athletics department and leadership team.
• Generate purchase requisitions, purchase orders and submit invoices for payment, issue requests for invoice generation using in-house database programs
• Provide financial reports for coaches, supervisors and manager of athletics on a monthly basis
• Coordinate department travel and accommodations for all teams as well as conferences and ACAC and CCAA meetings, including arrangements for transportation, accommodation (agency/hotel booking), preparation of itineraries, budgeting, completing all necessary forms and requisitions
• Coordinate staffing contracts, purchase requisitions and all accounts payable/receivable documentation
• Assist with reconciliation of budgets, preparing budget plan and communicating budget information to coaches, Supervisors and Manager of Athletics
• Coordinate department meeting scheduling, agendas, minutes, room bookings etc
• Take minutes and prepare agendas for ACAC/Campus committees chaired by Manager, Athletics
• Assist with data collection and allocation of student-athlete scholarships
• Act as a main professional contact and reception for Broncos Athletics. Coordinate with relevant team members and departments, and stakeholders to gather information, clarify processes, provide documentation, and triage inquiries as needed.
• Draft, edit and proofread written documents and correspondence
• Stay well-informed about upcoming appointments, agenda items, participants, and items for discussion. Work proactively to ensure all supporting information is gathered and participants are prepared for meetings and appointments
• Assist with organization and delivery of special events such as Olds College Golf Classic, Broncos Scholarship Breakfast, Awards Night and ACAC/CCAA host committees
• Identify changes to administrative procedures in the Athletics department that streamline efficiencies and workflow in collaboration with the Athletics Manager and Supervisor of Events and Engagement
• Provide game day staff support for Broncos Athletics as required

Education/Experience/Skills/Knowledge Required

• 2-year diploma in an Office, Business, Sports or Fitness Administration program
• Minimum of three years’ relevant experience, preferably in a post-secondary environment
• Knowledge of effective office management, human resources and budget policies and procedures
• Possess proficient typing and computer skills, including email, Google Suite (e.g. email, Google Documents, Google Calendar, Google Sheets, Shared Drives etc.)
• Knowledge of Olds College databases Kissflow, Banner and Fusion would be an asset
• Understanding/knowledge of College athletic programs and event management experience
• Ability to perform comfortably in a complex environment with multiple projects and competing deadlines
• Strong interpersonal, organizational, communication (written and verbal in face-to-face and online environment), critical thinking, and problem-solving skills. Superior written and oral communication skills are required, and the candidate must be able to draft letters, reports, summaries, relevant documentation, communications and correspondence with accuracy and thoroughness
• Display honesty, integrity, confidence and a strong sense of ethics in all decisions and actions
• Ability to work effectively with all employee groups and students, dealing with professionalism, tact and diplomacy in all situations - must possess maturity, self-confidence and poise to deal appropriately with a wide variety of people and situations (i.e. students, faculty, administrators, staff, the general public)
• Ability to comply with and follow established policies, procedures, guidelines and directions
• Must be willing to work flexible hours including some evenings and weekends

Conditions of Employment

• Current Criminal Reference check that is free of any offenses.
• Must respect and actively promote health and safety policies.
• Valid Class 5 Driver’s License is required.

Please apply February 3, 2023We thank all individuals for their interest in this position. We appreciate the time involved for candidates in the application process. At this time, please note only those selected for interviews will be contacted.Olds College is committed to an equitable, diverse, and inclusive workplace. We welcome applications from all qualified persons. We encourage applications from women, Indigenous Peoples, racialized persons, persons with disabilities and persons of any sex, sexual orientation, gender identity or gender expression.Quick Apply

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