What are the responsibilities and job description for the Assistant to the Chair/Director, Physical Education, Recreation & Athletics Department position at Wellesley College?

At Wellesley, our mission is to deliver an outstanding liberal arts education

to women who will make a difference in the world. Our collaborative

community, comprising faculty, students, staff, and alumnae, is guided by

our shared values. We champion intellectual discovery and excellence,

uphold gender equality as foundational to progress, affirm diversity as

crucial to educational excellence, value connection and community, empower

individuals for social change, and commit to integrity and academic freedom

in our pursuit of knowledge. Join us in this transformative journey!

When applying for the position, please ensure a thorough review of the job

details. If you are an internal employee, kindly utilize the internal portal on

Workday for your application. Prepare a comprehensive resume / cv and cover

letter for upload. Acceptable formats for these documents are either PDF

pdf) or Word (.doc).

Job Posting Title

Assistant to the Chair / Director, Physical Education, Recreation & Athletics Department

Job Description Summary

Academic Administrative Non-Exempt

Job Description

The Assistant to the Chair / Director will assist and support the Chair / Director with day-to-day operations of key organizational tasks, processes, and procedures. This position will coordinate PERA department and select committee meetings, functions and special events. The position will work directly with the Chair / Director to support ~60 full and part-time faculty / staff administrators and staff responsible for teaching, coaching and administering a physical education program (over 1,400 students), intercollegiate athletics (over 250 students), recreational programs and numerous campus and external groups and programs (NEWMAC, NCAA, media) throughout the academic year and summer. The position serves as the initial contact for the department, will interact and communicate directly with department faculty / administrators / staff, various campus departments, alumnae, donors, and numerous external constituents. In addition, the position works closely with the Chair / Director in supporting the needs and activities involving the President's Office, Provost's Office and members of the senior staff. Excellent communication and interpersonal skills are paramount with organizational, project, financial and technology skills critical to the position's success and meeting the needs for the PERA department.

Primary Position Responsibilities :

Administrative : Manage the handling, recordkeeping and support technology advancements of key materials for the department, including confidential materials such as Reappointments and Promotions files. Work closely with chair / director to support their success. Serve as a primary point of contact for department faculty and staff, as well as the President's and Provost's Offices and other departments on campus (student life, development, public affairs, parents, human resources, alumnae, admissions / financial aid, etc.). Assist the chair / director in the planning of and responsible for distribution of agendas and to take minutes of senior level meetings, full department meetings and retreats, as well as others as assigned; Coordinate materials and schedule phone / in-person interviews for all PERA searches, including with all appropriate (Human Resources, Admissions, Provost's Office, etc.) campus partners.

Alumnae Relations and Development : In coordination the Director / Chair and the Director of Strategic PERA Communications, support fundraising efforts for the benefit of Friends of Athletics and / or Capital Projects, as appropriate. Organize and update Friends of Athletics national committee materials, schedules and recognitions. Contribute to stewardship efforts on behalf of the Department. Download and process monthly Development reports and coordinate thank you efforts. Support Alumnae Engagement efforts.

Special Events Coordinator : Work closely with select administrators and / or committees to coordinate special events for the Department. These events include, but are not limited to, Student-Athlete Awards Celebration, Senior Stole Ceremony, Reunion, the Hall of Fame Ceremony, and Department recognitions. Collect and maintain data / lists for all department functions and special events. Coordinate the execution of invitations, RSVP's, general communication and food for special events that involve department members, parents, alumnae & friends. Attend special events as needed (will include occasional nights / weekends) and serve as a key resource at those events.

Office Coordinator : Support the work for Chair / Director through management of calendar, responding to phone and email and drafting correspondence as needed. Manage the PERA office including all visitors, general phones and inquiries. Manage and keep updated the PERA department calendar, working closely with assistant director of operations for scheduling all activities in 25Live. Keep abreast and inform Chair / Director on all college policies and procedures. Oversee purchase and distribution of office supplies and services. Coordinate and oversee PERA technology needs, including but not limited to, telephones, computers, copier, fax and printers. Coordinate and oversee PERA audiovisual equipment needs, repair, maintenance and distribution. Supervise the work of the office with student work study, including assignments and time sheets.

Recordkeeping / Archives : Assist chair / director to ensure and maintain accurate records for the PERA Administrative Staff and the Reappointment and Promotions process for all faculty. Manage first-line technology support for the R&P Committee. Ensure that all department-wide (PERA, PE, Recreation, Athletics, Senior Leadership, FOWA) meeting agendas / minutes / notes are provided to Archives at the end of each academic year. Maintain roster-related records in the college (Workday) and in the department (Google) platforms.

Supervises :

Student Workers

Education Required :

Bachelor's preferred.

Experience Required :

5 years experience (or equivalent) in administrative support, project or event management, or development

Event planning experience

Customer service experience

Experience in athletics or recreation is helpful, but not required

Skills and Abilities Required :

Excellent communication (written and verbal) and technology skills (e.g., Google Suite, 25Live, Workday).

Ability to handle multiple responsibilities.

Attention to detail.

Maintains strict confidentiality when handling sensitive information.

Problem solving.

Works independently.

Ability to work with diverse groups of people.

Excellent collaborator.

Demonstrates good judgment and provides input for decision makers.

Educates others around policies and procedures related to position.

Anticipates department and director's needs and acts proactively.

Innovates at every opportunity to improve effectiveness / efficiencies.

Other :

Attends senior level and full department meetings and serves on committees as needed.

Engages in college sponsored and supported professional development activities.

Participates in Department-wide trainings (including but not limited to Return on Inclusion, Emergency Action Planning, Title IX Training, Mental-Health First Aid, etc.) as appropriate.

Events may take place evenings and / or weekends.

Company Description

Wellesley's mission is to provide an excellent liberal arts education to women who will make a difference in the world. We advance our mission by working together as a community-faculty, students, staff, and alumnae.

Embark on a fulfilling career journey at Wellesley College, where we prioritize your well-being and professional growth. As a valued member of our team, you'll enjoy a comprehensive array of benefits and resources designed to enhance both your work-life balance and long-term success.

Competitive Compensation : Experience competitive wages ensuring your dedication is recognized and rewarded.

Exceptional Benefits Package : Access a comprehensive benefits package, including health, dental, vision and pre-tax saving benefits, life insurance, disability coverage, and more to safeguard your health and that of your loved ones.

Commuting and Transportation : Enjoy the convenience of free parking on our picturesque campus, easily accessible from major roadways. We are also accessible via the MBTA commuter rail.

Paid Time Off : Take advantage of paid vacations, personal days, sick time, and holidays to recharge and maintain a healthy work-life harmony.

Retirement Savings : Plan for the future with our retirement savings plan. Wellesley College contributes up to 10.5% towards your 403(b) plan for eligible employees

Work / Life and Wellness : A hybrid work environment for select positions (additional details will be provided during the interview process), caregiving support through Wellthy, legal plan insurance, pet insurance discount and a variety of other resources including retirement planning, and access to cultural and leisure activities throughout metro-Boston.

Professional Development : Enhance your skills and explore growth opportunities through continuing training and pathways for growth within our supportive environment.

Tuition and Education Benefits : Invest in your education with tuition benefits, and access resources to navigate student loan forgiveness, reinforcing our commitment to your ongoing learning.

Campus Privileges : Enjoy free use of our state-of-the-art athletic and fitness facilities with onsite fitness classes, Library resources, and seize opportunities to attend diverse campus events that contribute to a vibrant community.

Apply today and take your first step toward a rewarding career with Wellesley College - where your unique strengths and success are celebrated as part of our shared commitment to inclusivity!

Worker Sub-Type

Administrative

Time Type

Full time

EEO Statement

At Wellesley, we embrace and honor difference and diversity. We believe the best ideas-the best solutions-draw on a range of voices, perspectives, and experiences. As a college, and as a community, we are dedicated to assuring that all members for the Wellesley community have an equal opportunity to flourish.

Wellesley College is an Equal Opportunity Employer, committed to the diversity of the college community and the curriculum . Wellesley College and all its subcontractors shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities, and prohibit discrimination against all individuals based on their race, color, religion, sex, sexual orientation, gender identity or national origin. Moreover, these regulations require that Wellesley College and all of its subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status. Candidates who believe they can contribute to that goal are encouraged to apply.

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