Recreation and Sport Operations: Administrative Assistant

POSITION:

A full-time, 12-month university staff position is available in the department of Recreation & Sport Operations. The official title for this position is Administrative Assistant. The Administrative Assistant will provide administrative, clerical, facility, and event support to the Assistant Director of Facilities and the McPhee/Olson, Simpson, Hilltop, Bollinger, Crest, and the Sonnentag complexes. As a vital member of the Recreation & Sport Operations team, this position also plays a critical role in ensuring the seamless coordination of services and support for the university's Athletics and Kinesiology departments. By managing key administrative functions and facilitating essential operations, the Administrative Assistant helps these departments function efficiently and deliver high-quality programs to students, faculty, and the broader campus community. This position further serves as the primary scheduler of all recreation and athletic spaces and is the front line of customer service for the McPhee Center ensuring an exceptional experience for all users. Responsibilities include scheduling, membership services, risk management, contract assembly, payment processing, and customer service. The successful candidate will collaborate closely with professional staff, student employees, and other campus and external departments to help facilitate programmatic and facility functions in a fast-paced and team-oriented environment.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent
• 2+ years of administrative support experience, preferably in an office or university setting
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Strong organizational skills and attention to detail
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Excellent verbal and written communication skills
• Professional demeanor and ability to work independently as well as part of a team
• Demonstrated ability to maintain confidentiality and handle sensitive information
• Basic knowledge of office equipment (copiers, scanners, etc.)
• Customer service experience, with a focus on helping internal departments and/or the public

PREFERRED QUALIFICATIONS:

• Associate's or Bachelor's degree, preferably in business administration, sport management, recreation, or a related field.
• 3.5 years of administrative support experience in a collegiate, athletic, or recreation setting
• Familiarity with university systems such as Fusion, Mazevo, Workday, or other student/staff information systems
• Experience coordinating meetings, events, and facility scheduling
• Knowledge of recreation and sport programs, terminology, or operation
• Experience with budget tracking, purchasing processes, or financial recordkeeping.
• Competency with scheduling platforms
• Experience supporting multiple managers or departments simultaneously
• FA/CPR/First Aid certification (or willingness to obtain)
• Understanding of student development and working with diverse student populations.

PRINCIPAL FUNCTIONS AND DUTIES:

Serve as primary liaison between kinesiology, athletics, recreation, and other users for the use of space in McPhee/Olson, Simpson, Hilltop, Bollinger Fields, Crest, and Sonnentag.

• Provide clerical support to the Assistant Director relating to the management of all complexes
• Serve as a primary liaison between multiple campus and community groups including Eau Claire Parks and Recreation, the YMCA, UWEC Recreation, UWEC Athletics, UWEC Kinesiology, Student Services, Risk Management, Youth Protections, UWEC and CVTC Parking, UWEC Facilities, University Centers, Event Services, and several other on- and off-campus groups
• Schedule and record all instructional, varsity, recreational, student org, student group, co-sponsored, off-campus and other facility space use in Mazevo scheduling software
• Create and maintain facility request form for all interested user groups
• Coordinate space requests from each unit within policy guidelines
• Document all event set-up information and needs to avoid potential facility conflicts
• Develop set-up diagrams for events to be used by custodial and event staff
• Assist in the oversight and management of designated special events assigned by Supervisor
• Assist with postseason NCAA tournaments when appropriate
• Generate building and room schedule sheets for distribution
• Produce monthly indoor track schedule for community access
• Prepare special events calendar for each semester for distribution to appropriate stakeholders
• Arrange Kinesiology class conflicts document relative to facility events for resolution purposes
• Process all bidding and contract agreements
• Track insurance certificates for events and distribute event information as needed
• Prepare invoices and reconcile payments for all facility events
• Complete reservation and facility statistical reports as requested

Membership Services

• Utilize and help manage Innosoft Fusion recreation management software for the completion of membership sales, locker oversight, statistical reports, program reports, and reconciliation of pertinent accounts
• Educate customers in the use of the Fusion online portal for fitness center memberships and online registration
• Work with Fusion Support personnel and campus LTS to solve problems with online services.
• Help train and supervise customer facing student employees at membership desks
• Responsible for managing the administration of recreation and sport operations member services for eligible members
• Manage facility access and maintain records of program participation, revenue generation, and expenditures
• Recommend, implement, and administer methods and procedures to enhance the department's operational effectiveness and efficiency
• Help manage locker rentals including maintaining locker records, turning lockers over for new members and working with facilities staff for maintenance repairs
• Ensures website reflects up-to-date information regarding memberships and programs
• Promote, market, and sell member services to the campus community
• Attend university events to promote Recreation and Sport Operations offerings
• Works closely with program managers and is knowledgeable about department offerings

Administrative Support for Recreation and Sport Operations Programs

• Proof and edit departmental publications, brochures, flyers, etc.
• Provide support to the `Jig's Up Blugold Ice Fishing Contest: Schedule and attend meetings, coordinate all fish ticket and raffle ticket sales at multiple locations and by multiple groups/individuals, track all ticket sales and calculate revenue and pay-outs from the sales, coordinate and fulfill all online ticket orders, assist at the event. Plan for and provide adequate change fund; reconcile and deposit all received funds
• Provide support to the `Shamrock Shuffle 5K': Coordinate and track all mail-in, in-person, and online event registrations, track and coordinate t-shirt orders, assist at the event. Plan for and provide adequate change fund; reconcile and deposit all receipts
• Provide active support to all Recreation special events (Tour de Rec, Run the Hill, etc.)
• Attend all sport club meetings: track club attendance, take and distribute meeting minutes
• Maintain and educate all staff on PCI compliance procedures. Inspect office readers daily and upload inspection sheets to the appropriate eform. See that PCI compliance requirements are renewed annually
• Work with CVTC office staff to identify CVTC students and staff who have purchased IIA agreements ¿ and assign eligibility in our Fusion system
• Implement policies and procedures established by the Director and communicate with Recreation staff
• Schedule department staff meetings, committee meetings, and individual meetings for the Director via Outlook
• Schedule and do preparatory work for the annual budget advisory meeting. Work with the Director and Financial Specialist to write the budget narrative
• Take meeting minutes for all staff meetings and select committee meetings. Transcribe and distribute to appropriate staff
• Compile data and input from program managers to write the text for Recreation's Annual Report
• When necessary, provide administrative support to candidate search/screen committees
• Other duties as assigned by the Director

Risk Management

• Ensure risk management guidelines are in line with industry standards, departmental policies and the University's risk management policies and procedures
• Upkeep pertinent documents and reports pertaining to department risk management
• Attend departmental and divisional meetings as necessary
• Serves in an on-call function to support operations at the facilities
• Serve as a first responder for emergency situations in the McPhee/Olson facility
• Help resolve conflicts and make decisions and judgments regarding program and facility usage

Front-Line Customer Service

• Address member inquiries and concerns
• Maintain a positive and welcoming atmosphere in the facility
• Answer all telephone calls, emails and faxes received pertaining to facility questions and needs
• Provide information to walk-up guests and direct patrons to appropriate locations
• Accept payments and prepare receipts, invoices, deposit slips and other paperwork for customers
• Communicate with students, faculty/staff, coaches, and facility patrons daily

OTHER RESPONSIBILITIES

• Create and maintain mailing and email lists
• Other duties and responsibilities as needed by the Supervisor, McPhee/Olson complex, and Recreation and Sport Operations Department
• Provide ongoing administrative and clerical support to program managers to assist in the planning, execution, and evaluation of recreation programs and events.
• Coordinate communication and scheduling needs between program managers and facility operations to ensure smooth program delivery and minimize conflicts

THE UNIT:

Recreation and Sport Operations provides a variety of programs and services to meet the needs and interests of the University community. Specific programs include Group Exercise, Fitness, Adventure Trips, Archery, Climbing Programs, Open Recreation, Massage Therapy, Intramural Sports, Club Sports, Esports, Special Events, Wellness Education, and Marketing.

All upper campus indoor and outdoor sport recreation facilities are managed by Recreation and Sport Operations. These facilities include McPhee Center/Ade Olson Addition, Hilltop Recreation Center, Crest Fitness Center, Eagle's View Challenge Ropes Course, Simpson Fields, Towers Field, Bridgman basketball courts, and Bollinger Fields.

UNIVERSITY and EAU CLAIRE COMMUNITY:

UW-Eau Claire, an institution of approximately 9,000 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UWEC, visit https://www.uwec.edu/about/work-uw-eau-claire.

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of Minneapolis/St. Paul. The area features beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

APPLICATION PROCEDURE:

Applications are submitted electronically. Please follow instructions found on the following UW-Eau Claire Web site: https://www.uwec.edu/job-postings/ . You must create an account and login before you can apply. If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login." Click the link to the Recreation & Sport Operations: Administrative Assistant position (Job ID #21834) and then click the "Apply Now" button to submit your application electronically. Your application will not be considered complete until all required documents are attached, and all required fields are completed. Please be sure you have included the following in PDF format:

• Letter of application
• Resume
• Names and contact information for three references

Please direct requests for additional information to: Garrett Larson, larsoga@uwec.edu

To ensure consideration, completed applications must be received by May 29, 2025. However, screening may continue until the position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty, and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report (https://www.uwec.edu/files/8/annual-security-report.pdf) . Also visit our Campus Security Authority policy (https://www.uwec.edu/files/787/CleryCompliancePolicy.pdf).

UW-Eau Claire is an AA/EEO/Veterans/Disability employer.