Adapted Athletics Program Assistant - External

Associated Students of San Diego State University

DEPARTMENT: Aztec Recreation

POSITION TITLE: Adapted Athletics External Program Assistant

GENERAL PURPOSE: Under the direction of the Director of Adapted Athletics, the Adapted Athletics External Program Assistant will assist with the marketing, event planning, recruitment, corporate relations, and stewardship of the Adapted Athletics program. The External Program Assistant is responsible for overseeing program outreach, including creating awareness campaigns, organizing events, providing donor stewardship, and collaborating with external groups on various projects. The Adapted Athletics program provides opportunities for individuals to participate in a diverse offering of inclusive and adaptive athletics and recreation activities within the University at a variety of skill and ability levels.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Primary Functions

• Assists with the planning, organization, scheduling, administration and facilitation of a comprehensive, inclusive adaptive sports program including competitive sports, drop-in activities, tournaments, and special events
• Assists with scheduling/calendar management: noting sponsor events that require a member of the program to be present, coordinating on/off campus events and networking opportunities, etc.
• Uses Virtual EMS to reserve facilities for on campus competitions, meetings and special events
• Assists Aztec Recreation and Mission Bay Aquatic Center program administrators to develop and enhance adaptive sport and recreation programs in sport clubs, intramural sports, fitness, rock climbing, and water sports
• Assists with the coordination of team travel arrangements including flight/hotel reservations and travel reimbursements
• Attends team competitions and assists with team event management
• Assists with the coordination of recruitment and onboarding for program staff and athletes
• Assists with any follow up communication with potential student-athlete recruits
• Utilizes communication tools to interact with current (and prospective) athletes, including email, phone, internet video, face to face meetings
• Establishes strong working relationships with other campus departments including the School of Exercise and Nutritional Sciences, Student Disability Services, University Development, Financial Aid, Admissions, and Athletics
• Assists with the organization and leadership of prospective athlete tours
• Works with the Aztec Recreation and A.S. marketing teams, to develop and implement effective marketing and communication strategies, including social media content, presentations, and promotional photography and videography, and to present and promote programs to various on campus and off campus groups
• Assists with recruitment, selection, and work assignments for ENS student interns
• Assists with ENS credit class/internship curriculum development
• Assists director with annual budget planning and maintaining program expenses
• Researches and recommends inventory of program supplies and equipment utilized in Adapted Athletics programs
• Ensures facilities and equipment are safe to use; submits a repair work order if needed
• Assists with the implementation of safety and risk management procedures for Adapted Athletics
• Collaborates with the director to assist with documents and presentation materials for meetings
• Assists with grant material preparation
• Assists with donor/sponsor prospect research, networking, events and communication
• Assists director with Student Affairs and College of Health and Human Services Development teams to support fundraising efforts for the Adapted Athletics program
• Assists director with providing timely reports on all Adapted Athletic program developments to all funders of the organization (government, individual donors, university alumni, corporations, and foundations)
• Assists in providing inclusion training, disability awareness and other educational programs to part-time and full-time staff as well as the campus and community
• Assists in the assessment and evaluation of programs and participation through qualitative and quantitative data collection
• Assists in the formation, review, and enforcement of all policies and procedures including annual revisions of all sport rules, policies and regulations
• Disseminates necessary information to staff, interns, and athletes
• Performs other duties as assigned

Customer Service and Collaboration

• Establishes and maintains working relationships with various A.S. and University departments, as well as vendors
• Represents the team and Associated Students/SDSU in a professional manner at all times
• Maintains positive and effective working relationships with all athletes and staff
• Greets all customers in a timely manner
• Answers the phone and interacts politely and courteously
• Assists all customers with questions and/or comments
• If unable to assist, refers customer to someone who can
• Maintains positive and effective working relationships with all customers
• Informs supervisor of any customer issues
• Serves as liaison to campus committees as needed

Safety

• Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies

• Adheres to Associated Students' Code of Safe Practices
• Reports accidents to supervisor and reviews changes required to avoid reoccurrence
• Ensures proper documentation is completed for each accident (employee and/or non-employee) and forwards to supervisor
• Reports maintenance problems and/or broken and unsafe equipment to the appropriate party immediately

QUALIFICATIONS

Minimum & Preferred Requirements

Education:

• Bachelor's Degree required, in Physical Education, Recreation, Kinesiology/Exercise Science Health, Marketing, Business or a related field preferred

Experience:

• Must have at least one year of sports administrative or program support experience
• Must have previous experience with marketing and planning events
• Must be able to work evening and weekends based on program demands
• Previous experience with grant writing and management preferred
• Experience with adaptive sports and recreation and adaptive equipment preferred
• Demonstrated experience with programs and activities for persons with disabilities preferred
• Experience within a collegiate recreation or intercollegiate athletics setting preferred
• Knowledge of student athlete financial aid and scholarship processes preferred

License & Certification:

• American Red Cross First Aid and CPR/AED certifications are required

• Valid California driver's license and proof of automobile insurance are required
• S. Center for Safe Sport required within 30 days of employment

Trainings:

• Must complete Gender Awareness, Computer Security, Workplace Violence Prevention, and Sexual Harassment Prevention training within 30 days of hire

• Must complete the California Defensive Driving Course

PERFORMANCE EXPECTATIONS

• Must be punctual and regular in attendance: arrive on time and ready for the workday
• Must be able to work with confidential items and understand the importance of confidentiality in project work
• Must meet commitments and complete tasks satisfactorily
• Must be able to work independently and stay focused under pressure
• Must help accomplish specific tasks and improve the work process
• Must be accurate and detail oriented with strong organizational skills required
• Must be professional and courteous at all times
• Must be able to work well with different work styles
• Must be able to work efficiently and show initiative
• Must be able to coordinate multiple tasks, projects, and assignments within appropriate timelines

KNOWLEDGE, SKILLS & ABILITIES

• Ability to handle difficult situations involving participants with patience, good judgment, and with diplomacy is expected
• Ability to work with a diverse group of people effectively and diplomatically
• Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
• Must possess excellent customer service skills, including written and oral communication
• Proficient computer skills are required including Microsoft and Google applications
• Ability to recruit, train, and supervise personnel
• Ability to prioritize workload
• Ability to manage information flow (including internal, external and customer communication and filing/documentation)
• Ability to develop positive working relationships and work effectively with other employees/departments
• Ability to demonstrate thoroughness, completeness, follow through on presentation and appearance of work
• Demonstrated ability to prepare and present program materials in front of an audience

SCHEDULE & WORKING CONDITIONS

This is a part-time position. Typical work schedule to include 15-20 hours per week with a maximum weekly average of 25 hours. Employee schedules vary according to business needs. Must be able to work evenings and weekends based on program demands.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

General office environment with some time outdoors. Work is generally sedentary in nature, but may require standing and walking around campus or at sport facilities. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available or at outdoor sport facilities (e.g. tennis courts, track).

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position may require the individual to spend many hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials from time to time, including banker boxes and files.

Physical requirements include but are not limited to: walking, walking over rough or uneven surfaces, bending, stooping, climbing, and working in confined space, lifting, pushing, pulling and carrying loads up to 50 pounds (unassisted) and 75 pounds (with assistance). Work may require standing and moving for extended periods.

RELATIONSHIPS

Inside the organization:

• Reports to the Director of Adapted Athletics
• Closely works with Internal Program Assistant
• Assists in supervising the program coaches, volunteers, and interns
• Further interactions may include other full-time and part-time staff within Aztec Recreation

Outside the organization:

• School of Exercise and Nutritional Sciences
• Student Disability Services
• Adaptive Sports Board
• SDSU Athletics
• Health and Human Services Development
• Student Affairs Development
• Aztec Adaptive Sports and other Student Organization
• Other adaptive sports organizations

EMPLOYMENT CATEGORY: Starting range $22-$25/hour

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with Associated Students. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current Associated Students employees who apply for the position.

Fingerprinting is required for all employee and volunteer positions that have direct contact with minor children and/or supervise other staff.

MVR and DMV record review is required for positions that drive university vehicles and/or passengers for program related trips.