The UAA Department of Athletics, located in the Alaska Airlines Center, is a diverse division designed to assist student-athletes in meeting their academic and athletic goals and to provide all UAA students the opportunity for physical development on the Anchorage campus. The Administrative/Travel Coordinator performs a critical role in the administration of the UAA Athletics office and is the primary resource for all things travel. We are looking for a highly motivated and organized individual who enjoys working in a fun and fast-paced athletic office environment. The successful candidate will have strong and professional communication skills, the ability to handle multiple priorities, a willingness to learn, and a drive to improve or create efficiencies in order to best support the needs and goals of athletic teams and administrators. This position reports to the Fiscal Manager.
Finance: Receive and process all employee reimbursement and direct pay requests (approximately 60 annually). Verify form is correctly completed and signed, the itemized payment receipts are attached, and any other pertinent documentation that may be required is included (e.g., Rep form). Submit for approval and processing; follow up to ensure proper reimbursement/payment. Serve as custodian of the Athletic Department change fund. Manage mail-in money log. Input payments into POS system. Assist in creating, maintaining, and reconciling all databases related to Athletic events (i.e., Athlete of the Year banquet, donor events, etc.). Assist Fiscal Manager with financial tasks as directed, to include purchasing items with an individual procurement card (ProCard), data entry into multiple softledgers, entering purchase requisitions into Banner, and extracting financial information from Banner. Reconcile all purchases and statements, when individual ProCard is used, in PaymentNet.
Travel: Coordinate and reserve travel (including airfare, hotel, and ground transportation) for all department staff, VIPs, recruits, and 13 Seawolf teams (160+ student-athletes). Assist with travel for incoming teams and officials as appropriate. Obtain and process Export Control forms for all travel outside of US. Review and provide Clery Act reports. Assist staff and coaches with preparation of 200+ travel authorizations and verify/reconcile 250+ travel expense reports with receipts totaling $1.3m+ per year in UA Concur Travel. Provide training and procedural documents. Monitor and track airline trade and mileage accounts. Reconcile airline invoices and monthly statements for applicable accounts. Monitor and track all travel expenses and revenues. Process purchase requisitions and invoices for game guarantee expenses and revenues and other necessary travel expenses. Facilitate NCAA championship travel exception requests and expense reports. Act as liaison between UAA Travel and department staff/travelers. Facilitate application process, request status changes, monitor purchases, and maintain records for University travel cards. Act as liaison between department staff and contracted travel agency. Ensure appropriate approvals are in place before allowing University funds to be committed.
Administrative: Serve as an office facilitator in clerical functions ensuring efficiencies in the department's organization and workflow. Act as liaison between coaches, senior staff, and student-athletes as appropriate. Handle confidential correspondence/information as needed. Responsible for ensuring the Department of Athletics main administrative office is open and secured/closed for business daily (M-F, 8am-5pm). Manage the Department of Athletics main telephone line and email account. Greet, direct, and answer questions from the public, faculty, staff, and students via in-person, phone, and email. Organize and disperse incoming and outgoing mail. Assist with email and fax communications as requested. Ensure all staff lists and directories are up to date (e.g., phone lists, website directory, etc.). Ensure office name plates and staff mailboxes are current. Manage the Athletics Google drive, ensuring the most current forms are available to all staff. Responsible for managing the department’s internal Google calendar; scheduling meetings for the Director of Athletics and Senior Associate Directors (as appropriate); and securing meeting space for the department. Manage the Alaska Airlines Center (AAC) Dresser Family and Olson Family conference room schedules in 25Live for internal/external UAA patrons as well as Anchorage community patrons. Assist with developing and maintaining invites, RSVP databases, mailing lists, and payment information for various Athletic functions. Manage all information technology and telephone needs for the department, to include acting as the department liaison with the Information Technology/Telephone Services department. Manage and coordinate computer (hardware/software) and telephone repair/replacement needs with proper fiscal approval. Assist all staff with setting up and maintaining University email accounts, phones, networked printers, and computers. Manage/update equipment list for department staff. Oversee the athletic use of University vehicles by approved drivers. Facilitate the development and execution of game contracts. Review, receive approval for, and process requests for donation certificates. Maintain multiple and various paper and electronic files. Update internal procedures/manuals as needed. Assist with fiscal year changeover process for paper files. Assist with audits as needed. Provide backup in absence of peer positions. Perform other duties as assigned by immediate supervisor, Senior Associate/Associate Directors, and/or the Director of Athletics.
Knowledge of travel industry and airline ticketing procedures. Knowledge of basic contracts. Knowledge of cash handling and receipt procedures. Knowledge and experience operating PC compatible computer, cash register, and adding machine. Intermediate computer software knowledge to include spreadsheet and database applications, word processing, website navigation, and electronic signatures (DocuSign). Knowledge of Concur Travel, Banner Finance, and Google Applications (e.g., Gmail, Calendar, Forms, Sheets, etc.). Clerical and office management skills. Written and oral correspondence skills. Confidentiality, time management, and extensive organizational and attention to detail skills. Skills in research (internet and other) and databases. Proficient in Microsoft (MS) Office; specifically Excel and Word. Proficient in Adobe Systems; specifically Acrobat Pro. Skilled in multi-line and voicemail telephone systems. Ability to multitask and prioritize projects; meet multiple deadlines under stressful situations; establish and maintain files and record keeping systems; and work independently as well as work in a team environment. Ability to analyze situations and solve problems independently. Ability to establish effective working relationships while maintaining high ethical standards. Ability to learn and apply federal, state, University of Alaska (UA), University of Alaska Anchorage (UAA), National Collegiate Athletic Association (NCAA), and league/conference policies, rules, and regulations as they apply to travel, purchasing, and reimbursements. Ability to work occasional evenings, weekends, and holidays.
Two years office/administrative experience, or an equivalent combination of training and experience.
Required Education or Training
High School graduation, or an equivalent combination of training and experience. FERPA (Family Educational Rights and Privacy Act) certification, or certification completion within 30 days of the job start date. PCI (Payment Card Industry) compliance or compliance completion within 30 days of the job start date. Title IX certification or certification completion within 30 days of the job start date. Behavior Based Safety (BBS) certification or certification completion within 30 days of the job start date. Workplace Harassment Prevention certification or certification completion within 30 days of the job start date. Applicant must possess an unrestricted Alaska driver's license (and CDL with endorsements as required) or be able to obtain an unrestricted Alaska driver's license within 60 days of accepting the job. In addition, the applicant must meet UAA's safe driving criteria.
About UAA Athletics
The University of Alaska Anchorage (UAA) Department of Athletics, located in the Alaska Airlines Center, is a diverse division designed to assist student-athletes in meeting their academic and athletic goals through the University's intercollegiate athletic program within the National Collegiate Athletic Association (NCAA) guidelines and to provide all UAA students the opportunity for physical development through the recreational sports program on the Anchorage campus.
The department's mission is to support the educational mission of the University of Alaska Anchorage; to protect and promote the safety, health and well-being of our student-athletes; guide and support our student-athletes in their pursuit of academic and athletic excellence; produce graduates and honorable citizens; and be actively engaged in our University community.
This position is a full-time, non-exempt, Grade 76, minimum $19.34/hr, 12-month position complete with a competitive salary and UA employee benefits package.
The initial review date will begin July 7, 2021. To ensure your application is considered, please apply prior to the review date of July 7, 2021, 11:55 PM Alaska Standard Time (AKST).
Please attach a cover letter, resume, and contact information for at least three professional references. References must include a current or recent supervisor.
Note to Applicant
Must be legally eligible to work in the United States, the University of Alaska Anchorage will not be sponsoring any visas for this position. If a degree is disclosed, official transcripts showing the highest degree earned will be required.
Reasonable Accommodation Statement
The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Pursuant to University Regulation 04.07.020, new employees of the University are employed in an at-will probationary status for the first six months of employment. During the probationary period, employment may be terminated for no reason or any reason. Promoted employees also serve a probationary period with limited rights of retreat
Public Disclosure Statement
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
University of Alaska is a Drug-Free Workplace. University of Alaska campuses are Smoke-Free.
It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.
If you have any questions regarding this position, please contact University of Alaska HR at 907-450-8200.
Additional Salary Information: 12-month position complete with a competitive salary and UA employee benefits package.
Internal Number: 517170
About Department of Athletics, University of Alaska Anchorage
The UAA Department of Athletics, located in the Alaska Airlines Center, is a diverse division designed to assist student-athletes in meeting their academic and athletic goals and to provide all UAA students the opportunity for physical development on the Anchorage campus.