The Recreation & Fitness Marketing Assistant provides office management with direct oversight of contracts, agreements, enrollment, income and expense accounts and receivables. The MA also assists with the development of marketing, advertising, and communication campaigns for the department. The Assistant provides support for the organization and implementation of non-credit educational and recreational services to the community within available resources and in compliance with the College and Oklahoma State Regents for Higher Education guidelines.
Director of Recreation And Fitness
What position(s) reports to this position?
Job Duties (Position Specific)
(The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.)
Job Duties (Duties Assignment Statement)
Support the preparation and implementation of non-credit community service classes taught both on-campus and off-campus that are consistent with approved College policy.
Assist in the identification and procurement of class space needs, locate and recommend on-campus and off-campus class sites, schedule classes. Enter sections on college integrated Colleague ERP system, provide room management by adding,deleting and changing sections and/or instructors.
Provide information required to promote special events and community service offerings within appropriate timelines.
Provide excellent customer service. Effectively interact with and provide information and assistance to faculty, staff, students and the public regarding departmental programs, services and operations.
Assist with planning, recruitment, sponsorships and organization of special events and programs.
Prepare accurate cost statements and invoices to external clients for facility rentals, sponsorships and all support services requiring an invoice.
Oversee receivables and collection process for items/revenue that have not been invoiced. Create and maintain invoice tracking system. Work with Recreation & Fitness Customer Service Assistant to verify payment has been received and posted.
Prepare financial reports, monthly revenue reports, R&F class enrollment analysis, semester income reports and enter monthly budgetary entries for income and expenses onto computer budget. Prepare quarterly, mid-year and budgetary analysis through the Datatel system.
Track contracts/rental agreements, requisitions and PAF’s via Datatel or spread sheet format.
Type and assemble materials of a confidential nature. Handle all confidential information in a professional manner.
Monitor, track and report quarterly safety training and all additional required training for the Recreation & Fitness Department.
Develop and maintain a comprehensive filing system in the office and on the shared drive.
Coordinate the marketing efforts of the department. Work with marketing and PR to create a comprehensive year round marketing plan to include material for distribution, web sites, signs, banners and social media.
Update and maintain R&F Department webpage and social media sites.
Represent and market R&F programs and classes within the community and at special events, fairs, and seminars.
Manage multiple tasks simultaneously, prioritizing and completing tasks in a timely manner, while also handling unplanned needs.
Support the Recreation & Fitness office by assisting with collection/posting of all non-invoiced payments, registration of students and cashiering functions for the department using the College integrated system. Answer telephone, greet, screen, announce, and route visitors and other persons needing assistance.
Create cashier’s reports and deposits of all non-invoiced transactions to the Bursars office with complete accuracy and accountability as required. The R&F Assistant will adhere and follow the R&F Revenue and Report Handling procedures.
Provide leadership and technical support to all clerical staff including temporary and/or office work-studies and wellness center attendants.
Coordinate with front office the Maximo work order system for front office needs.
Plan, initiate, and carry to completion assigned clerical and secretarial activities. Type with accuracy, correspondence, memoranda, reports and other office documents as assigned.
Serve on appropriate Division and College committees
Job Duties (Safety / Policy & Procedures)
Adhere to established safety and health procedures and practices for the purpose of providing injury and illness prevention for self and others.
Abide by the policies and procedures published in the Board Policies, College Policies, and Procedures, which are accessible on the Employee Home Page http://employee.occc.edu/Policies.html
Successful completion of some college coursework.
Minimum of three years full time work experience in office setting or customer service.
Required Knowledge, Skills & Abilities
(The individual must possess these skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.)
Ability to work well with individuals and groups of diverse backgrounds.
Customer Service oriented.
Familiar with e-mail communication, and e-mail etiquette
Positive human relations and customer service skills.
Positive oral and written communication skills.
Ability to work on several projects at once.
Demonstrated ability to type with speed and accuracy
Ability to adapt to multiple versions of software, spreadsheet applications, presentation software.
Ability and willingness to work a variable schedule, which may include evenings and/or weekends.
Ability to work in a confidential and professional manner.
Demonstrated ability to correct grammar, punctuation and spelling of manuscripts, and prepare finished copy in a quality format.
Ability to perform office management functions in a fast paced on-going office environment.
Working knowledge of Microsoft Office including Microsoft Word, Excel, Outlook, PowerPoint and Publisher
Demonstrated ability to handle money and perform bookkeeping functions in a professional manner.
Physical Demands/Working Conditions
Employee must be able to sit for long periods of time
Employee must be able to work on computer for long periods of time
Employee must be able to handle a high volume of phone calls and use a headset.
Employee must be able to lift 25 lbs
Associates or Bachelors Degree in Office Administration, Business Administration or Health/Wellness related area.
Experience with Datatel.
Computer programs and software specific to OCCC Recreation and
Fitness Department such as Datatel, Ad Astra, Aphelion and SABA
Quarterly Safety Training
Monday – Friday 8:30am-5:30pm
Recreation & Fitness
Job Open Date
Job Close Date
Open Until Filled
Special Instructions to Applicants
Applicants are to thoroughly complete the electronic application and attach the following required documents: cover letter, resume, and transcript confirming completion of some college coursework.
Applicants failing to attach cover letter, resume and transcript will not be considered.