Job Description

Posting number: 27713

Department: Athletics Administration

Job classification: Athletic Program Liaison

Posting type: Open & Promotional

Categories: Office and Administrative Support

Summary

This position serves as a liaison between schools, the Athletic Office, the WIAA and the applicable sports leagues. It ensures that athletic coach and event staff positions are staffed and paid according to District guidelines. This position also monitors compliance with District guidelines, WIAA and league rules and regulations, and provides support and backup to the Coordinator of Athletics for the operational and day-to-day management of the Athletic Office and departmental needs.

Examples of duties

20%

• Serves as a resource to schools and school staff in the process of advertising open coaching positions and gathering personnel information to complete the hire process of coaches and event staff.
• Ensures District process is followed and guidelines are met as it relates to payroll of Athletic Staff.

10%

• Works together with office staff to oversee the preparation and distribution of materials, arrangements, instructional bulletins, league and District rules and rule changes, and other written materials related to athletic events.
• Develops the Athletic Office policies and procedures manual.
• Interprets and provides training, as needed, for school staff on Athletic Office policies and procedures.

15%

• Monitors various elements of the athletic program.
• Creates reports regarding athletic program events and other statistical information, as assigned.
• Makes recommendations for improvements and changes and incorporates approved changes into operating procedures and written materials.

5%

• Provides support services to the Executive Director of Athletics and Assistant Director of Athletics in the day-to-day office needs as assigned.

10%

• Reviews hours input into SAP, for hourly coaching staff and turns into Payroll Department for entry and payroll processing. Receives and inputs hours for event working staff for payroll processing.

10%

• Reviews and audits invoice for accuracy and submit invoices to Accounting for payment.
• Prepares vendor contract for sports equipment yearly reconditioning and maintenance.
• Maintains financial information, files and records for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.

5%

• Participates in various District committees as a representative of an assigned area of the Athletic Department.

10%

• Assists in review process of athletic volunteer applications submitted to the NeoGov online application system.

10%

• Serves as a liaison between schools and various departments with development, organization and training of procedures connected to athletic administration to assure external processes are maintained.
• Develops and coordinates training of staff at the school level working with the athletic program.

5%

• Maintains records and materials for area of assignment.
• Works with office staff to design and publish Athletic Office policies and procedures.

OTHER FUNCTIONS:

• Attends meetings, events and seminars related to area of assignment.
• May perform related duties consistent with the scope and intent of the position.

RELEVANT COMPETENCIES:

Functional / Technical skills

Possesses required functional and technical knowledge and skills to do his or her job at a high level of accomplishment; demonstrates active interest and ability to enhance and apply new functional skills.

• Understands the technical aspects of the job and keeps up-to-date on key technical or functional aspects of the job.
• Applies appropriate technical/functional knowledge to address situations in a timely manner.
• Thinks of ways to apply new developments to improve organizational performance.
• Shares expertise and skills with others when appropriate.

Organizing

Possesses required functional and technical knowledge and skills to do his or her job at a high level of accomplishment; demonstrates active interest and ability to enhance and apply new functional skills.

• Identifies and prioritizes critical activities and tasks to achieve results.
• Ensures that materials and information are prepared to maximize productivity.
• Knows how to get things done both through formal and informal channels.

Managing Relationships

Responds and relates well to people in all positions; is seen as a team player, and is cooperative; looks for common ground, and solves problems for the good of all.

• Relates well to all kinds of people inside and outside of the organization.
• Works to create win-win scenarios.
• Shares appropriate information to find common ground.
• Puts own agenda aside in order to achieve organization's goals.

Customer Focus

Commits to meeting the expectations and requirements of internal and external stakeholders; acts with stakeholders in mind; values importance of providing high- quality

• Makes customers and their needs a primary focus of his/her actions.
• Thinks ahead and considers the impact of actions both internally and externally.
• Develops trust, credibility and maintains strong relationships with customers.
• Goes the extra mile to satisfy customer needs and expectations.

DISTRICT-WIDE CORE COMPETENCIES:

Collaboration

Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.

• Is seen as a team player who encourages efficient and effective collaborations.
• Works skillfully in difficult situations with both internal and external groups.
• Represents his/her own interests while being open-minded to other groups.
• Builds respectful and productive relationships internally and externally.

Getting Results (Action Oriented)

Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.

• Demonstrates a strong sense of urgency about solving problems and getting work done.
• Focuses on achieving the goal even in the face of obstacles.
• Assumes responsibility for starting and finishing work with minimal supervision.
• Strives for new levels of performance.

Decision Quality & Problem Solving

Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action.

• Weighs the consequences of options before making a decision.
• Applies appropriate criteria to situations for the purpose of making decisions.
• Displays self-confidence in own judgment.
• Focuses in the facts and solutions instead of opinions and problems.

Integrity

Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain.

• Deals with people and situations in an honest and forthright manner.
• Represents information and data accurately and completely.
• Represents the confidentiality of information and concerns shared by others.
• Takes ownership if a mistake is their own and does not blame others.

Accountability

Holds self and others accountable for measurable high-quality, timely and cost-effective results; determines objectives, sets priorities and delegates work; accepts responsibility for mistakes; complies with established control systems and rules.

• Takes responsibility and action as if the risks (financial or otherwise) are his or her own.
• Holds individuals and team accountable for their actions and results.
• Initiates action even if outcome is uncertain and is willing to accept the consequences of failure.
• Aligns own activities and priorities to meet broader organizational needs.
• Demonstrates courage and confidence in his or her own ability.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of District organization, policies and procedures; locations of school and athletic facilities.
• Skilled in coordinating and marketing techniques; collaborative problem-solving methods; establishing teamwork and cooperation; maintaining effective relationships within a multicultural community; listening and communicating effectively, both orally and in writing.
• Ability to communicate with diverse audiences; interpret and apply rules and regulations; plan and conduct meetings; organize and coordinate events involving a large number of event staff, coaches, students, parents, and the general public; act as an agent of the Athletic Office; coordinate multiple activities simultaneously; apply logical and creative thinking; remain flexible and adaptable; take individual initiative and teamwork; deal with distraught or difficult individuals; quickly shift tasks & priorities; work with frequent interruptions.

OTHER FACTORS:

• This position requires travel between sites and may require working off-shift hours.

Qualifications

EXPERIENCE/EDUCATION:

A typical way to obtain the knowledge and abilities would be:

Two (2) years of District work experience, including coordination, scheduling, producing or assisting with the production of written materials for the purpose of marketing or listing policies and procedures which governed processes across District departments; Bachelor's Degree in Business Administration, Public Relations, Education or related field; additional qualifying work experience may substitute for the education requirement on a year-for-year basis; or an equivalent of education and experience.

Any equivalent combination of education, experience and training that provides the relevant knowledge, skills and abilities to perform the work will be considered.

DESIRED CERTIFICATION & LICENSES:

Valid Washington State Driver's License or evidence of equivalent mobility

CLEARANCES:

Criminal Justice Fingerprint and Background Check