Walla Walla Community College (WWCC) is seeking applicants for a full-time Program Coordinator for the Athletics office at the Walla Walla campus.

At Walla Walla Community College, we inspire all students to discover their potential and achieve their goals by providing relevant, equitable, and innovative learning opportunities and services. We have identified three core themes that describe the fundamental aspects of the College's mission by translating it into practice: Student Success, Strong Communities, and Resource Stewardship. As an organization, we value learning opportunities, a sense of community, diversity, health and humor, excellence, integrity, teamwork, innovation, personal and professional growth, and sustainability.

General Responsibilities:

This position coordinates, manages and supports activities in the Athletic Department. The Program Coordinator performs administrative, secretarial, budgetary and Athletic Department specific duties in support of the Athletic Director and Coaches.

Essential Functions:

Athletic Department Budget Support / Purchasing / Payroll / Cash handling

Tasks include: Maintain and monitor budgets for all sports teams, sports team fundraisers, and all other Athletic Department budgets. Initiate corrective action when necessary. Initiate ordering of materials and supplies for athletic teams and concession stand. Compute costs and prepare purchase requisitions - follow up to point of delivery. Prepare quick invoice vouchers. Reconcile all department Purchasing Card transactions. Prepare cash boxes for home games (ticket sales and concessions). Reconcile cash boxes at conclusion of event and prepare deposits for delivery to WWCC Cashier. Accept and process cash, checks, and electronic deposits for various fundraising events. Distribute required payroll hire packets to student and part-time employees and follow-up to ensure completeness of paperwork. Prepare payroll authorizations for student and part-time employees.

Travel

Tasks include: Work closely with coaches to confirm travel schedule and needs for transportation and lodging. Research transportation and lodging options and secure reservations to include arrangements for payment. Compute costs and prepare travel authorizations for each trip. Follow up with post-trip reconciliation of receipts and submission of required paperwork.

First line of communication / Facility scheduling / Coordinate department activities

Tasks include: Serve as primary contact to the campus community, general public, student-athletes and vendors. Refer to campus resources as appropriate. Facilitate connecting Athletic Director and coaches with anyone making department inquiries. Maintain schedule for athletic facilities for competitions and other events scheduled on premise. Input all home athletic events into 25 Live (electronic campus calendar). Schedule announcers and scorekeepers for all home competitions. Coordinate activities such as coaches’ meetings, Athletic Department functions and fundraisers, coaches and Athletic Director conferences, concession stand operation. Assist at all activities as needed.

Athletic Department filing system

Tasks include: Implement, organize and maintain both electronic and office filing systems to include NWAC (Northwest Athletic Conference), NIRA (Northwest Intercollegiate Rodeo Association) and WWCC required documents. Ensure that current student-athletes have all required documentation on file for participation. Maintain archived files for student-athletes, purchasing, payroll and travel.

NWAC Eligibility / Letters of Intent / Annual Reports

Tasks include: Prepare eligibility reports through research of enrollment and transcript data to ensure that all student-athletes meet NWAC eligibility requirements for participation. Meet all NWAC submission deadlines. Prepare Letters of Intent for prospective athletes per direction of coaches – forwarding to Athletic Director for final approval. Gather data for Athletic Director so that he/she has information required to complete NWAC annual reports (Grant-in-Aid and President’s Cup), as well as an annual Title IX federal report.

Technical and clerical duties

Tasks include: Format, compose and edit correspondence, reports, and any printed materials related to athletic department. Prepare bulk mailings as necessary. Use word processing, graphics, statistical, spreadsheet and/or database software. Use software program (ctcLink) to complete multiple tasks.

Insurance claims

Tasks include: Work jointly with Athletic Trainer when injuries occur to student-athletes. Facilitate completion and submission of claim forms to secondary insurance company. Follow up with students/parents/medical providers as necessary to ensure payment.

Lead/Supervise

Tasks include: This position will hire, supervise, and evaluate student workers in the Program Coordinator's office, Dome Equipment Room, ticket-takers and concession stand workers.

• Ability to practice active listening; treat others with respect, kindness and consideration; interact with all people in a positive manner.
• Ability to understand, respect and maintain strict confidentiality.
• Ability to maintain a calm demeanor while working with stressed and anxious financial aid recipients.
• Ability to build rapport and demonstrate a balance between building rapport and managing tasks.
• Ability to effectively communicate including verbal and written communication methods.
• Ability to manage existing record systems and review schedules for compliance with legal requirements and organizational standards.
• Ability to interpret and follow guidelines, rules and regulations.
• Ability to effectively coordinate activities, services and schedules to ensure smooth and efficient operation of work.
• Excellent keyboarding skills and working knowledge of Microsoft Office programs.
• Ability to use spreadsheet software, such as Microsoft Excel, to create, modify, print and format spreadsheets, find and replace data, and work with basic formulas and functions.Use templates, styles, AutoFormats, and multiple worksheets.
• Ability to compose, send and respond to electronic mail and utilize email program functions such as calendars and meeting requests.
• Ability and willing to pursue and identify ways to improve efficiency and effectiveness of services and provide recommendations to leadership about those findings.

Required Qualifications:

Equivalent education/experience may substitute at the discretion of the college.

• High school graduation or equivalent.
• Two years of increasingly responsible full-time clerical experience including word processing, graphics, spreadsheets, database files.
• Knowledge of Microsoft Office programs.

Preferred/Desired Qualifications:

• Two years of experience in the area of the program specialty.
• General bookkeeping/cash handling experience.

Work is performed almost exclusively indoors in an office environment in the Dome. Use of general office equipment/machines to include computer, scanner, adding machine, copy machine/printer/fax. Occasional off-campus athletic fundraising sites are used by the college and can be an outdoor environment. Depending on the environment, may be required to stand or sit for extended periods of time.This contract position work schedule is generally Monday-Friday, 8:00 am – 5:00 pm with the exception of special events (i.e., tournaments and fundraising events) which require weekend and/or evening hours. Some overtime may be necessary as determined by the Athletic Director. During the summer, work schedule is Monday through Thursday 10-hours each day. This position requires flexibility in the work schedule for after-hours/weekend work and supervision at events. Occasional travel for training purposes.

This classified position is in a bargaining unit for which WPEA Higher Ed is the exclusive representative.

The college has an excellent benefit program including medical, dental, life and long-term disability insurance; paid sick leave; paid vacation leave; and retirement plan. All full-time employees will automatically have 3% of taxable income deferred into the State of Washington Deferred Compensation Program (DCP) unless declined at time of hire. WWCC requires all employees to participate in direct deposit for payment of salary. The college is tobacco free. Persons hired must be able to provide acceptable documentation of lawful authorization to work in the United States within three (3) days of employment, and successfully complete a probationary period. Candidates will be subject to a criminal history background check as a condition of employment. Information from the background check may not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

This position is posted as open until filled. For priority consideration applications should be received by 11:59 p.m. on Monday, November 28th 2022. To qualify for consideration, applicants must meet required qualifications and submit a complete application packet that includes the following:

• Online application
• Cover letter (In the cover letter, please describe how you meet the qualifications and competencies for the position)
• Resume
• List of names, addresses, and telephone numbers of three professional references.
• Unofficial transcripts for application purposes; official transcripts are required prior to an official start date.

WWCC reserves the right to not fill this position, reject all applicants, reopen the position or make a direct appointment. Applications received during this recruitment may be used to fill future vacancies at the College's discretion.

If you have difficulty logging into your account, attaching documents, submitting your application, etc., please call NEOGOV customer service at 1-855-524-5627.

Walla Walla Community College is committed to provide equal opportunity and nondiscrimination for all educational and employment applicants as well as for its students and employed staff, without regard to race, color, creed, national origin, sex, sexual orientation, including gender expression/identity, marital status, age (over 40), the presence of any sensory, mental, or physical disability, the use of trained guide dog or service animal by a person with a disability, or status as a Vietnam and/or disabled veteran, National Guard member or reservist in accordance with the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Federal Rehabilitation of 1973, the Americans with Disabilities Act of 1990, and any other applicable Federal and Washington State laws against discrimination. To qualify for veteran's preference, you must attach a copy of your DD214 or NGB 22. The Human Resources Office is accessible to persons with disabilities. If you need accommodation in the application/ employment process, please call (509) 527-4323 - TDD (509) 527-4412.