Big Ten Administrative Fellowship

ATH PROFL 1 (004154)

UCPath Position ID: TBD_1770

Position Description History/Status

Approved Date:

8/14/2024 11:59:40 AM

Date Last Edited:

8/14/2024 11:59:28 AM

Last Action Effective Date:

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:

TBD_1770

Position Description ID

216324

UC Payroll Title:

ATH PROFL 1 (004154)

Business Title:

Big Ten Administrative Fellowship

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 16

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40055454

Reports to Payroll Title:

ATH MGR 1 PAC12

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 the Senior Associate Athletic Director, Academic Excellence and Sport Administration/Director of Equity Diversity and inclusion, the Big Ten Fellowship position will provide overall administrative support to the Athletic Director's Executive Suite.  This is an entry level position for an individual interested in working in athletics administration, with exposure and experience in several areas (including but not limited to human resources, compliance, business and finance, and DEI). This position involves data entry, file uploading, purchase orders and special projects as assigned by the supervisor. This position will also assist in the daily operations of the Athletic Department's Executive team with major responsibilities including assisting administrators with general correspondence and operations, programming and administrative needs, along with corresponding with student athletes, coaches, staff, and various campus departments. Also, the position will have exposure in departmental policy, budget development, financial protocols and procurement, compliance and operations.  This position will comply with department, university, conference, NCAA, and state regulations in all activities. 

Administrative & Clerical Responsibilities

 • Act as department liaison for the Executive Administration Suite.

 • Provide support for sport administrators as needed.   

 • Facilitate meetings for administrative staff when needed. 

 • Provide general support for all inquiries on sporting events and departmental policies and procedures as needed. 

 • Assist with daily operations of assigned departments by working collaboratively with their staffs including business processes, as needed.

 • Collaborate with other administrative and sport areas to create and effectively manage any items, questions, or processes that may arise.   

 • Make recommendations for procedural improvements based on knowledge of University, Conference, and NCAA policies and procedures, daily operations, and previous experience.

55%

Administrative & Clerical Responsibilities

 • Assist administrative staff with correspondence for student athletes, coaches, and applicable staff as directed.

 • Act as primary processor for all Office Depot and office supply orders for Executive Administration Suite.

 • Act as primary processor for all UPS shipments for Executive Administration Suite. 

 • Assist in the creation and dissemination of internal forms and reports for various departmental and University constituents, including staff, coaches and student athletes. 

 • Facilitate all requests for administrative staff as needed by visitors. 

 • Coordinate and distribute daily mail for responsible administrative staff.

0%

Administrative & Clerical Responsibilities

 • Have a proficiency and ability to use departmental compliance software and policies to assist coaches when directed.

 • Maintain a working knowledge of department, conferences, and NCAA activities, initiatives, and current events for any correspondence needed for fans, donors and other stakeholders.

0%

Project Management

 • In conjunction with supervisor, coordinate DEI correspondence and programming for coaches, staff and student athletes.

 • In conjunction with Assistant Athletic Director for Student Athlete Development, coordinate programming for student athletes with student athlete leadership and affinity groups.

 • In conjunction with Executive Senior Associate Athletics Director, work on reporting and financial modeling.

 • Coordinate departmental awards, including nomination and selection process for the Wooden Award for Distinguished service

 • Coordinate donation request process, including answering phones and responding to emails requesting Athletic Department items

25%

Project Management

 • Coordinate and organize the execution of social events and celebrations (e.g., tailgates, NCAA send-offs, celebrations, Chili Cook-Off, Super Shot, Holiday Party, etc.)

 • Communicate with coaches, department staff, campus staff, student athletes, and parents as needed around awards and events

 • Secure event dates from involved personnel. Select appropriate venues and catering menu. Negotiate room specifications, meal options and beverage service. Coordinate necessary parking arrangement and event budget

 • Plan various aspects of the event with the venue staff. Secure date and space requirements. Negotiate all pricing and special requests. Estimate total attendance, providing guarantee and submit appropriate deposit requests.

0%

Project Management

 • Design, print, email and mail marketing materials, save the dates, and invitations including coordination with bulk mail services. Identify prospective audience. Send invitations, labels and appropriate paperwork to Bulk Mail Services. Coordinate mailing with mail service personnel.

 • Receive responses, compile a guest list and monitor income by designing and maintaining a database computer system. Coordinate seating arrangements. Organize a check-in procedure and train staff as necessary.

0%

Project Management

 • Oversee arrangements regarding entertainment, flowers, sound light, decorations, and photography and video functions. Order trophies and awards as necessary. Coordinate orders through equipment room and other vendors, following appropriate University Purchasing guidelines.

 • Coordinate all logistics on day of event. Delegate responsibilities as appropriate to assisting staff and volunteers to properly manage all details.

0%

Budget and Accounting Responsibilities

 • Reconcile expenses related to job description, including appropriate budgets.

 • Be able to utilize and understand university ledger and department portal for any concerns that may arise throughout the year.

 • Work with coaches and staff as needed to create expense reports that follow department, University, conference, NCAA, and state guidelines.

 • Assist with the budget formation, departmental forecasting and anticipate any concerns to be communicated with the Business and Finance Office.

 • Develop and prepare documents and reports as required by the position and assigned tasks.

 • Understand and utilize basic accepted accounting principles as well as the department, University, conference, NCAA and state financial guidelines to perform all job task effectively and efficiently.  

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 (MPSF), 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 or equivalent experience in a relevant field within an office setting with a wide range of responsibilities.

Required

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

Preferred

Ability to work in a fast paced, multi layered business organization with a variety of constituents and colleagues both in the department, on campus, and outside the organization

Required

Incumbent must be able to effectively communicate and work cooperatively with other University departments in a complex administrative environment.   

Required

Capability to work independently and prioritize assignments in a manner accurately reflecting the relative importance of job responsibilities without constant supervision.

Required

Ability to establish and maintain cooperative working relationships and collaborate with coaches, staff, administrators, and campus community.

Required

Knowledge of state, University, and department policies, practices, and procedures.

Preferred

Strong aptitude in using various software applications including Microsoft Excel, Word, Outlook, and Access.

Required

Demonstrated ability to perform duties with great degree of accuracy, meeting deadlines, working efficiently under conditions of frequent interruptions and fluctuating workload.

Required

Incumbent must be trained in managing and organizing personnel, equipment, and material resources in order to provide the most efficient working environment. 

Required

Ability to analyze situations and systems, identify problems, and implement solutions impartially, consistently, and fairly.

Required

Understanding of when to make decisions on immediate problems within prescribed scope of authority, based on knowledge of policies and procedures, including pertinent NCAA rules and regulations.

Required

General knowledge of financial and personnel policies, principles, and procedures in a central administrative University setting, as well as, general management principles. 

Required

Demonstrated writing skills to complete concise, effective and grammatically correct administrative reports, policy statements, procedures and correspondence. 

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".

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

JD Morgan Center. Los Angeles, CA 90095

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

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.