Recreation Programs Administrative Assistant

About the role

Reporting to the Assistant Director of Campus Recreation, the Recreation Programs Administrative Assistant assists in executing departmental functions by implementing policies and managing essential systems. The Recreation Programs Administrative Assistant is responsible for supporting the day-to-day operations of the Student Recreation Center office. This role also works with students, alumni, faculty, staff, parents, and guests to provide customer service by answering emails, phone calls, and in-person questions about the operation. Additionally, the Recreation Programs Administrative Assistant is familiar with the Fusion recreation software application and supports the Director and Associate Director with equipment inventory and certain bookkeeping functions. The Recreation Programs Administrative Assistant provides additional administrative support to maximize the office's efficiency. PRINCIPAL DUTIES AND RESPONSIBILITIES : Prepare correspondence, forms, and documents accurately and rapidly. Organize assigned clerical, typing, filing, record keeping and scheduling of appointments. Maintain essential records, reports, and files. Assist in the supervision of marketing students in the development of all marketing materials for the department. Working with Marketing students to gather and compile materials for marketing and social media, for all social networks. Work with marketing students to provide content for Student Communications newsletters for Red Hawk News and Rec News. Translate data into actionable insights, build and monitor marketing KPIs, and analyze distribution channels to optimize reach and ROI. Prepare clear, sound, accurate, and informative reports containing findings, conclusions, and recommendations. Establish dashboards for data and website content. Coordinate and schedule campus-wide tabling activities, including reserving locations, organizing materials, and managing staffing schedules to ensure effective outreach and coverage. Assist in planning, coordinating, and supporting departmental meetings, special events, and initiatives. Establish and maintain cooperative working relationships with internal staff and external departments whose functions impact assigned responsibilities; attend meetings and represent the department as appropriate. Supervise and support student office staff, including scheduling, task assignment, and performance oversight. Develop a summer training week curriculum for student staff training for the front office and guest relations. Hold monthly student leader meetings to provide career development in customer service and career development. Conduct disciplinary action meetings with student leaders according to the department's Disciplinary Action Plan. Determines meeting outcomes and mentor students to become successful employees. Troubleshoot any issues with Fusion software and address problem areas during evening hours. Keep area supervisors informed of such events and concerns. Implement ways to improve problem areas and concerns. Assists evening student leaders with emergencies. Provide insight into potential changes to the Student Recreation Center's policies and procedures, specifically those related to Membership Services and student staff procedures. Assist in the development and delivery of training programs for students, staff, and other stakeholders; provide guidance on proper, efficient, and safe use of office equipment and standard operating procedures. Schedule, set up, operate, and maintain departmental office equipment; perform routine and specialized tasks utilizing office technology and systems. Answer inquiries (by phone, email, or in person) and make appropriate referrals. Composes answers to routine letters or e-mails and prepares correspondence in accordance with office regulations and policies. Work alongside the Assistant Director of Campus Recreation to maintain accurate facility reservations. Assist the requisitioner and receiver in procuring goods and services for the department. Prepare complex procurement contract pack