University of New England

• Oversee and carry out various day-to-day departmental administrative functions for the BodyWISE program and other departmental programs.
• Acquire working knowledge of BodyWISE policies and procedures and relevant Campus Center operations.  Provide and interpret detailed information to all inquiries regarding fees, special programs, and policies and procedures.
• Maintain member files and membership database.  Improve and streamline current information management systems.
• Perform regular secretarial duties for the department: answer phones, order office supplies, generate purchase orders, maintain appointment calendars, screen incoming mail, set up meetings, photocopy, appointment scheduling, operate office machinery, etc.
• Record all income and submit daily deposits into proper accounts; reconcile and coordinate deposits on Banner system.
• Coordinate, initiate, prepare, process, and/or monitor various administrative/financial/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department/University students, faculty or staff, or individuals outside the University.
• Manage and calculate financial aid applications for departmental programs.
• Organize and maintain various departmental files and records, frequently involving cross filing/cross-reference systems.
• Hire and train work-study students, coordinate scheduling for office hour coverage.
• Update and distribute promotional material for KidFit, Children’s Swim, and other special programs; coordinate program sign-up and fee collection.
•  Work with area health care professionals and office staff in securing appropriate paperwork for participant files.
• Maintain adequate supply of enrollment packets and other appropriate paperwork for each program.
• Perform a variety of tasks related to the development and maintenance of computerized departmental records using personal computers: design and basic programming of appropriate data bases and data management/reporting systems using various PC software; initial data base input; ongoing use of the system, involving regular data input and using programs to generate a variety of regular and special reports.
• Develop and maintain various logs and other manual record-keeping systems related to assigned functions.
• Assist with department advertising and other promotions.
• Compile a variety of information from both manual and computerized records and files for regular and annual reports and in response to specific requests by supervisor or other staff members.
• Prepare/coordinate bulk or other special departmental mailings.
• Perform various bookkeeping functions: initiate and process financial documents related to operating budgets or special accounts; monitor financial activity; organize and maintain financial records; prepare related reports.
• Perform basic liaison functions with students, faculty, staff, parents, or other department/program constituency:  explain policies/procedures, answer various questions, coordinate services/assistance, handle special requests or problems, routing to senior staff members as appropriate.
• Perform department-specific duties as listed, but not limited t schedule fitness evaluations, collect enrollment and monthly fees, conduct participant screenings, confer with health care personnel as necessary, issue photo IDs and parking information, send ‘We Miss U’ cards to lapsed memberships, conduct facility tours, schedule special events including room reservations and food orders, record staff meeting minutes, prepare and distribute notices for posting in the buildings, issue lockers to population, coordinate annual locker cleanout, generate month end reports, coordinate printing of: staff business cards, CC/BW passes, ‘we miss u’ cards, BW brochure, etc.
• Confer regularly with immediate supervisor, other department/University personnel, and/or various firms/organizations/individuals outside the University to plan and coordinate activities, exchange information, resolve problems, and the like.
• Understand and comply with the University of New England Safety Manual.
• Performs other related duties as assigned.

SUPERVISION RECEIVED

Moderate supervision is received from the department director and other senior staff members.

QUALIFICATIONS:
 
A combination of education and experience (1-2 years preferred) that provides the ability to perform the responsibilities of the job.  Knowledge of medical and fitness terminology is helpful. 

• Broad base of general clerical/secretarial skills, including typing/word processing, filing, phone/office reception, and so forth.
• Outstanding customer service skills, including professionalism, ‘people’ skills, and the maintenance of confidentiality.
• Good basic administrative and organizational skills.  Experience in organizing and maintaining moderately complex filing and records systems.  Previous experience with computerized information systems required.
• Good reading, spelling/grammar and general writing and math skills.  Some bookkeeping/accounting training or experience is desirable.
• Ability to deal effectively with a wide variety of University personnel, students, and/or outside individuals/organizations.
• Previous UNE experience desirable.

ANNUAL TRAINING REQUIREMENTS

• Code of Conduct
• Ergonomics
• Fire Safety
• Sexual Harassment