Associate Equipment Manager

STOREKEEPER LD (005061)

UCPath Position ID: MI-DPT374500-JC005061-PD168832

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

704024

Approved Date:

10/15/2024 12:07:04 PM

Date Last Edited:

10/15/2024 12:07:01 PM

Last Action Effective Date:

6/25/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS              

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS              

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

MI-DPT374500-JC005061-PD168832

Position Description ID

168832

UC Payroll Title:

STOREKEEPER LD (005061)

Business Title:

Associate Equipment Manager

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

STEPS

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

SX: Service

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40042457

Reports to Payroll Title:

ATH SUPV 1

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 PAC12

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the supervision of both the Assistant Athletic Director of Equipment Operations and the Director of Olympic Sports Equipment Operations, the Associate Equipment Manager, Olympic Sports will be responsible for managing the equipment and apparel needs of their assigned varsity sports programs. Major job responsibilities include the ordering, storage, issuance, retrieval, maintenance, and servicing of teams' uniform and apparel needs.  Procurement of all equipment, issuing equipment and apparel to student-athletes and coaches, and maintaining a thorough inventory of all goods for assigned programs will also be important parts of daily tasks. Additionally, it's the responsibility of the Associate Equipment Manager to maintain an equipment budget in excess of $250,000 annually. Individual is responsible for the maintenance of goods and services as well as safely and properly outfitting the student-athletes for practice and competition.  Responsible for the packing and timely and efficient transportation of athletic equipment and competition wear for all athletic contests and practices. Share in supervision and training of student managers.

Team Services

1. Follow department and office policies and procedures and create high service level for all programs and departments. 2.              Understand team practice and competition needs and proactively develop a plan to address team practice, competition, recruiting, and other activity needs. 3.              Maintain a list of student-athletes including sizing for all related equipment needs. 4.              Distribute, maintain, collect, and inventory team issued apparel in a timely manner. 5.              Prepare team practice clothing and competition uniforms as needed based on schedules. 6.              Provide laundry services daily as team schedules deem necessary and allow. 7.              Review all equipment to ensure NOCSAE safety standards are met at all times. 8.              Work with shoe and apparel provider allotment for each team to address team needs. 9.              Fit all student-athletes with proper equipment/apparel for their respective sport insuring their maximum protection, fit, size, and  appearance. Ensure fit is secure and all safety recommendations are followed at all times. 10.              Perform pre- and post- season inventories of apparel and equipment by sport to determine usage and reorder needs. 11.              Work with coaches and staff to generate Purchase Orders in advance with sufficient lead time to address team/department needs for all team equipment items. 12.              Follow department branding and embellishment product guidelines at all times with all orders. 13.              Track and confirm receipt of all orders, utilizing both the Nike ordering platform Gameday and inventory management system FrTrac.. 14.              Maintain records for all orders placed by each team, including delayed or backordered equipment. 15.              Review team use of apparel and equipment; proactively address needs as they arise with appropriate staff. 16.              Provide clear and concise communication with all student-athletes, coaches, and staff members regarding any apparel needs or concerns.

35%

Equipment Operations

1. Oversee the assignment and distribution of equipment and apparel student-athletes and staff members receive for their assigned programs. 2.              Confer with each program to identify any unique requirements for the upcoming season in advance. (proper gear for different climates, new uniforms, etc.)  3.              Inspect all equipment/apparel regularly for breakage and determine if repairable and best method to repair or replace. Note, correct, and report all safety concerns with different types of equipment. 4.              Work collaboratively with staff and coaches to determine equipment and apparel needs for practice, weight training, travel and competition in conjunction with team needs and department policies. 5.              Review and understand current marketplace for each program and review new methods and equipment to determine their suitability for the department. 6.              Work directly with department's embellishment providers to ensure that all department branding initiatives are met and consistent. 7.              Reconcile orders on a regular basis with DIA Business & Finance office and vendors. 8.              Assist with equipment maintenance, including laundry supplies and equipment. 9.              Understand vendor timelines and delivery schedules. 10.              Ensure all department items including golf cart, vehicles, trucks are maintained and cleaned.

30%

Administrative Duties

1. Anticipate seasonal requirements of each sport and determine proper lead time needed to prepare purchase requisitions for all equipment and apparel by sport. 2.              Ensure completion of all purchase requests  through designated liaisons within the DIA Business & Finance office to ensure timely submission of all purchase orders, receipt of goods and/or services, and payment of invoices. 3.              Ensure proper flow of paperwork, including purchase order requests, packing slips, and invoices according to DIA and University guidelines. 4.              Review all deliveries of products and rectify all delivery/damage problems that may arise. 5.              Keep accurate computerized data and records of all transactions in compliance with the DIA and University guidelines. 6.              Reconcile all orders with department Business & Finance office. 7.              Manage the stocking and storage of equipment/apparel by sport in appropriate areas. 8.              Keep inventory records on all items received, issued, returned and sold. 9.              Process invoices as needed including closing of all orders when completed. 10.              Work with the Director of Olympic Sports Equipment Operations in the creation and implementation of policies and procedures for all aspects of the Equipment Room including the dispensing of practice equipment, shipping and receiving of goods, disassembling, inspection, and reassembling of equipment, and set-up of game day and practice fields. 11.              Responsible for the control and protection from theft of all items within area. 12.              Maintenance of athlete records, such as: sizing rosters, eligibility, items issued, items returned, and certification of NOCSAE approved equipment. 13.              Communicate and act as Equipment Room liaison with DIA Administration, Compliance, Coaches, Athletes and Vendors as needed. Keep and maintain inventory records on all items received, issued, and returned. 14.              Utilize inventory system for all items ordered and distributed from equipment room for specific programs.  15.              Perform office clerical duties such as answering phones, taking messages, filing, data entry and record keeping. 16.              Maintain a clean, efficient, and professional workspace at all times. 17.              Other duties as assigned by Director Olympic Sports Equipment Operations and Senior Director, Equipment Operations 18.              Review quality of products and delivery schedules to ensure that teams have desired product in time for competitions and practices. 19.              Assist with the management of the student manager program.

15%

Event and Game-Day Duties

1. In conjunction with coaches, staff and managers, pack all equipment/apparel required for game. 2. Review needs in advance for all team competitions to ensure team has needed apparel. 3.              During competitions, ensure all equipment is properly fitted and monitor equipment constantly for breakage. Repair or change out equipment as required. 4.              Confirm that all uniforms meet NCAA regulations and specifications for specific teams. 5.              Travel as needed on occasion for various teams.

15%

Rules Compliance

• Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

• The DIA is governed by the NCAA, Big Ten Conference, Mountain Pacific Sports Federation and University of California System.  The incumbent is required to comply with the applicable rules, regulations and policies of those organizations.

 ◦ Review and retain all rules compliance disseminated by the DIA Compliance office.

 ◦ Report all NCAA and conference violations.

 ◦ Sign the annual NCAA Certification of Compliance form.

 ◦ Complete the Athletically-Related Income form annually.

 ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines.

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

Preferred

5 years of experience working full-time in a Division I college or professional equipment room.

Required

Prior experience managing budgets in excess of $250,000.

Preferred

Prior experience managing two or more student-managers.

Required

Experience with University, Big 10, and NCAA rules and regulations.

Preferred

Certification by the Athletic Equipment Manager's Association.

Required

Ability to adjust to unique situations and scenarios often associated with sporting events.

Required

Detail oriented and possess the ability to keep an orderly equipment room.

Required

Willingness to work flexible hours, including weekends and evenings as well as travel, as needed.

Required

Strong organization and Interpersonal skills.  Ability to communicate with university employees, vendors, and student-athletes.

Required

Ability to prioritize tasks properly as they present themselves and be proactive to address concerns as or before they arise.

Required

Working knowledge of proper general accounting, procurement, and receiving principles and procedures.

Required

Understanding of, and experience with, proper record keeping practices including inventory maintenance.

Required

Proficiency in computer operations, inputting, and use of programs such as; Microsoft Office, Excel, Word, Access and other internal departmental software applications and programs.

Required

General knowledge of NCAA guidelines and equipment needs that oversee all department programs.

Required

Ability to properly fit equipment in accordance to manufacturer recommendations and the guidelines in place by the NCAA, AEMA, and other governing bodies.

Required

Strong knowledge of equipment and apparel maintenance and repair techniques in accordance to manufacturer specifications and the NCAA.

Required

Capacity to meet physical demands of position, including:

-Lift, move and carry equipment up to 75lbs,

-Stand for long periods of time,

-Fitness level providing to bend, kneel, reach and set up equipment as needed,

-Strong vision, hearing and hand-eye coordination sufficient to set up equipment

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

20%

Ability to travel for assigned team activities as needed.

Possess drivers’ license and capability to drive motor vehicles as well as an electric cart, including passing University mandated requirements.

Required

Use of a variety of hand tools, ability to work outdoors under different weather conditions.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Acosta Training Facility. Los Angeles, CA 90095

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

X

Other Physical Requirements

If "Physical requirements other" was selected above, please explain (e.g., ability to differentiate color):

Lift, move and carry equipment up to 75lbs.

Strong vision, hearing and hand-eye coordination sufficient to set up equipment.

Use of a variety of hand tools

Chemicals, dust, gases, or fumes

X

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

X

Exposures other

X

X

Other Environmental Requirements

If "Exposures other" or "Miscellaneous other" were selected above, please explain:

Ability to work outdoors under different weather conditions.

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.