Office Manager - Athletics & Recreation

Beloit College seeks to create learning environments, both in and out of the classroom, where students achieve their full intellectual, personal, social, emotional and athletic potential. Within a college empowering students to "...lead fulfilling lives marked by high achievement...", the Department of Athletics seeks to provide athletic experiences that are defined by excellence. Through varsity competition, Beloit College's Department of Athletics offers a full array of athletic opportunities to the College's 1,100 students, approximately 40% of whom are varsity student-athletes.The Athletic Department Office Manager coordinates the department's business-related activities, including preparing and managing budgets, making travel arrangements, and managing game and event contracts; coordinates and supports departmental events, fundraisers, and meetings; serves as administrative assistant to the Director of Athletics; and serves as the face of the Department for current students and for prospective students and their families. Members of the Department, including the Office Manager, are expected to be thoughtfully and actively involved in advancing the college's vision of being an anti-racist institution.Characteristic Duties and Responsibilities:Coordinate departmental business activitiesCollaborates with all campus partners to ensure smooth management of nineteen intercollegiate athletic programs, and of the department as aManage department and program budgets, scheduling, eligibility, andManage procedures for preparing the annual Athletics DepartmentCompile budget estimate information for athletics program operations and special projects as requested.Develop, maintain, and review financial reports for the Department ofProcess all expenses and income including credit card reconciliation forms, payment requisitions, deposits etc. for all nineteen varsity sports as well as the Athletic Department and Athletic Training.Manage and reconcile revenues derived from the Department of Athletics, Sports Center Operations, and donations, making deposits to the appropriateManage and reconciles advances and deposits for various cash accounts, including petty cash, concession income, marketing revenues,Work directly with coaches and administration to prepare and execute game/contest and special event contracts. Prepare and reconcile individual financial reports from theAssist in the coordination of apparel sales andSchedule all usable facilities within the Sports Center & Strong Stadium Complex for varsity sports, intramurals, clubs, professors &Manage Sports Center PublicWork with Assistant Director of Athletics to manage administrative aspects of all NCAA Midwest Conference eligibility for all nineteen sports.Work with the Director of College Events to coordinator all external rentals of all Sports Center and Strong Stadium Complex.Game and travel managementCoordinates payment for Officials/UmpiresCoordinates transportation arrangements for nineteen intercollegiate programs.Coordinate and support departmental events, fundraisers and meetingsProduce and oversee the Buc Open annual golf outing. Promote the event with stakeholders (alumni, business people, parents of students). Work with a local venue to host the event. Organize invitations and registration of participants and sponsors. Greet and hostAssist with the production of the Midwest Conference Meetings, Homecoming, Senior Athlete Awards ceremony, Athletic Hall of Honor and other special events asAssist with 1889 Council events/meetings and other large events such as the Beloit Perform general office managementServe as administrative assistant to the Director of Athletics. Participate as a member of the Director's Athletic Department LeadershipGreet and direct recruits and their families, visitors to the department, and provides information as requested by phone or in-person.Greet alumni as they visit or return for specialManage an office studentWork closely with Security and Physical Plant on security, safety and maintenancePerform routine clericalOrder and maintain office supplies, equipment, computers, andOversee the maintenance of the copier and other officeMaintain appropriate departmental files andPerform other duties as assigned by the Director of AthleticsSpecial Requirements:Evening and weekend hours are sometimes requiredCredentials and Experience:Bachelor's degreePrevious administrative secretarialProficiency with Microsoft Office software