Licensed Officials Programs Assistant

This position supports the Federation’s mission and vision by demonstrating a commitment to exemplary member service, as well as a collaborative spirit, equality, fairness, respect, and accountability.

JOB SUMMARY:

Under the direction of the Director of Licensed Officials, this position supports the Licensed Official Department with licensing and education programs related to officials. This includes preparation for FEI and national official clinics, administering education programs, assisting with communications to Recognized Affiliates, USEF departments, and USEF committees, ensuring effective communication among licensed officials, and assisting the Director with accounting and other related activities. 

 Duties and Responsibilities:

• Answer telephone calls, respond to inquiries, take messages, and refer calls when appropriate. 
• Secures flights, rental cars, and hotels for Department Staff and clinicians.
• Provides general clerical, logistical, and secretarial assistance in the form of mailing packages, calendar management, meeting notices and minutes, updating licensed official webpages and newsletters, tracking submission deadlines, and maintaining records of Contracts.
• Helps to ensure licensed official information on the website is clear, accurate, and current.
• Assists with the management of annual rule change proposals and processing of Presidential Modification requests.
• Assists with tasks relating to licensed official education programs such as: 
  • Clinic budget creation
  • Clinic attendance records
  • Uploading and maintaining content within USEF’s Learning Management System
  • FEI course attendee applications
  • FEI course host applications
  • Creating supporting documents for clinics such as agendas, informational packets, and presentations
  • Examination creation and maintenance 
• Assists with tasks related to licensed official licensing such as: 
  • Meeting organization and materials preparation 
  • Processing confidential member evaluations 
  • Monitoring the department’s general email inbox 
  • Assisting the Director with special projects 
  • Updating licensing related documents and information guides for officials
• Processes travel expense reimbursements and credit card statements. Assists with aspects of tracking expenses, invoices, check requests and credit card reports.
• Other duties as assigned. 

Goals and Objectives:

• Incoming information is promptly addressed, correctly communicated, and directed to the appropriate person.
• Completed letters, emails, faxes, etc. are accurate, effective, and distributed to the correct contacts in a timely fashion. 
• Deadlines are met as required and projects are effectively managed. 
• Customer service is effective and positive in order to support officials, Recognized Affiliates, USEF Committees, and the Federation’s mission.
• Exceptional member service is provided, and member relationships are enhanced.
• Communication with members and staff is effective and professional.
• Relationships with Directors and other staff are productive and promote a positive team environment.
• Assistance is provided to other department members when needed.

Required, Knowledge, Skills & Abilities:

• Must be proficient in the use of standard office equipment, MS Office applications, and Google products (Drive, Docs, Forms, and Slides). Must have excellent attention to detail and an excellent sense of planning and organization.  
• Must have the ability to collaborate and communicate effectively amongst both internal and external groups.
• Maintain a high level of performance in stressful and changing environments.        
• Exceptional customer service skills, including tact and diplomacy to handle sensitive and confidential situations.  
• A working knowledge of equestrian sport is preferred.

Education and Experience:

• High School diploma or equivalent preferred.        
• Some college preferred.
• One year of office/clerical experience required.
• Bachelor’s degree may substitute for experience requirement.  

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 10 pounds and occasional lifting and/or moving up to 25 pounds. (Anything over 25 pounds requires a two-person lift)

US Equestrian is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, national origin, disability status, marital status, protected veteran status, or any other characteristic protected by law. We strongly encourage applications from black, indigenous, and people of color, immigrants, women, people with disabilities, members of the LGBTQIA community, and other underrepresented and historically marginalized groups.

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.