What are the responsibilities and job description for the MBAC Office Supervisor position at Associated Students, San Diego State University?

Priority consideration deadline : Friday, March 7, 2025

GENERAL PURPOSE : Reporting to the MBAC Assistant Director, the Office Supervisor plays a key role in managing office operations, participant registration, and customer service for the Mission Bay Aquatic Center (MBAC) and The Watersports Camp. This position is responsible for hiring, training, and supervising office staff while ensuring customers receive exceptional service and experiences. The Office Supervisor oversees customer service interactions, communicates customer concerns and feedback to MBAC management, and serves as a liaison for payroll, human resources, and administration matters across all MBAC departments. Additionally, the Office Supervisor serves as the primary contact for MBAC databases and registration systems, ensuring accurate data management and smooth operational functionality.

ESSENTIAL DUTIES & RESPONSIBILITIES

Primary Functions

Provides comprehensive administrative support to MBAC leadership, including preparing reports and managing correspondence.
Acts as the lead authority on office systems and procedures, training staff and ensuring accurate implementation.
Supervises and trains front office staff, monitors productivity, and coordinates sales efforts, including running incentive programs and providing feedback.
Supervises MBAC timekeeping and ensures missed punches or adjustments are addressed prior to the end of the pay period
Administers MBAC data and registration systems (ActiveNet, CampBrain), ensuring accurate data entry and resolving system issues.
Oversees timekeeping, payroll, and revenue reconciliation with A.S. Accounting to ensure financial accuracy.
Collects customer feedback through surveys and directs communication, reporting findings to management to improve services.
Processes accounts payable and receivable, including invoices, refunds, and financial adjustments.
Assists with onboarding part-time staff by tracking candidate progress, coordinating background checks, and verifying hiring requirements.
Implements and recommends improvements to administrative systems and procedures for greater efficiency.
Supervises all daily operational functions of MBAC when assigned as "duty person" including assisting customers with equipment use, handling and reporting customer and employee accidents and complaints, opening and closing the building, supervising part-time staff in the absence of their direct supervisor, and other operational functions

QUALIFICATIONS

Minimum & Preferred Requirements

Education :

Four-year college degree required

Experience :

Minimum of two years experience in office supervision in a customer service setting

Strong background in customer service and administration in a busy environment serving a high volume of customers

Work experience in higher education and supervising university student staff preferred

Watersports experience and knowledge or experience working in a watersports instructional facility preferred

Experience managing cloud-based registration software systems such as ActiveNet and CampBrain preferred

Experience in accounting, human resources, or payroll preferred

Bilingual (English / Spanish) preferred

Experience with computerized record-keeping systems, automated timekeeping systems , and talent acquisition systems

Demonstrated experience serving a diverse population of customers

Licenses & Certifications :

Red Cross CPR and First Aid required (must obtain within 90 days of employment)

Red Cross Waterfront Lifeguarding preferred

Trainings :

Anti- Harassment Training for Supervisors

Gender Awareness Training

Computer Security Awareness Training

Workplace Violence Prevention Plan Training

PERFORMANCE EXPECTATIONS

Capable of maintaining positive working relationships with staff, University, customers , and vendors

Must be able to exercise tact and exhibit sound professional judgment. Expertise in handling emergency situations with composure

Strong organizational skills are Must be able to follow oral and written directions and follow projects through to completion

Must be proficient in implementing change and policy and procedure efficiencies

KNOWLEDGE, SKILLS & ABILITIES

Outstanding customer service skills and ability to take initiative

Knowledge of cloud-based customer registration system and ability to troubleshoot issues when needed

Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues , and guests

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

Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) , and ability to learn and utilize new software programs

Ability to gather and organize data, draw logical conclusions , and discern implications

Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions , and meet scheduled deadlines under pressure

Ability to maintain a high level of confidentiality

COMPENSATION

Starting range : $23.96- $25.96 per hour

SCHEDULE & WORKING CONDITIONS

This is a full-time position. Must be willing to work extra and / or irregular hours including evenings and weekends as necessary with long hours expected during summer months June-August.

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 essential functions.

Work conditions occur indoors and outdoors, therefore requiring exposure to various elements. The work environment will involve exposure to water, salt water, dust, grease, sand, sun, wind, rain, weather, seaweed, sea grass, hazardous chemicals, and other industrial hazards.

This position requires occasional business-related driving.

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 essential functions.

Physical requirements include but are not limited to talking, listening, sitting, walking, and standing for extended periods of time, manual dexterity, eye-hand coordination, use of power tools and heavy machinery, bending, stooping, lifting, pushing, pulling, carrying loads up to 50 pounds (unassisted) and 75 pounds (with assistance), and working in narrow or tight spaces.

RELATIONSHIPS

Inside the Organization :

Reports to the MBAC Assistant Director

Supervises :

MBAC Office Assistants, MBAC Office Leads, and MBAC Office Program Assistan t

All MBAC Staff in the absence of other supervisors when assigned as "duty person"

Interacts with :

MBAC Director, MBAC Management Staff, MBAC part-time staff

S. Business Services staff

S. Payroll Liaison Committee

Outside the Organization :

Vendors and contracting agencies

SDSU Parking Office

Various SDSU Departments

EMPLOYMENT CATEGORY : Full-Time, Hourly, Non-Exempt, Grade 4

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

Job Posted by ApplicantPro

Salary : $24 - $26

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