University of Tulsa
Department Assistant II
Job Location
Williams, OK, United States
Job Description
Job Summary:
The Department Assistant II reports to the Director of Campus Recreation. As a key member of the Campus Recreation team, this position serves as point of first contact for the department and performs a wide variety of secretarial duties. Specific responsibilities include maintaining the administration of departmental files; supervising student office staff; answering and directing all incoming phone calls; processing and maintaining Collins Fitness Center memberships, Fitness Class and Intramural support; designing and administering the distribution of all Campus Recreation publicity; maintaining all office equipment and inventories; updating all Campus Recreation publications and various forms such as the Facility Staff Manual, Intramural Policies and Procedures, Recreational Facility Use contracts; handling all daily correspondence and all purchasing and budgets for Campus Recreation Department.
Essential Functions (Responsibilities):
Customer Service
* Greet and assist all members, guests, and visitors in a friendly and professional manner.
* Provide information on fitness center programs, membership options, and facility policies.
* Handle inquiries, resolve complaints, and address member and guest needs promptly.
Membership Management
* Process membership applications, renewals, and cancellations.
* Assist with managing and updating the membership database.
Social Media Management
* Manage and update the fitness center's social media accounts (e.g., Instagram, Facebook).
* Create and post engaging content to promote fitness center programs, events, and services.
Member/Guest Services Operations
* Oversee daily operations of member/guest services, including answering phones and managing emails.
* Facilitate member check-ins and ensure accurate tracking of facility usage.
Supervision of Collins Fitness Center Student Staff
* Supervise and mentor Collins Fitness Center student staff in member/guest services and fitness programs.
* Assist in recruiting, training, and scheduling student staff.
* Provide feedback and conduct performance evaluations for student employees.
* Ensure student staff adhere to fitness center policies and deliver excellent customer service.
* Oversee recognition programs, celebrating achievements, milestones, and contributions of student staff.
Incident Report Review & Escalation
* Review incident reports and escalate issues to the Associate Director of Wellness and Recreation or other relevant personnel as needed.
Daily Shift Reports & Facility Audits
* Review daily shift reports to ensure seamless communication across shifts.
* Audit and record daily fitness center usage, including member check-ins and class participation.
* Monitor the cleanliness and condition of the Collins Fitness Center and report any maintenance or safety concerns.
Inventory Management
* Maintain and track inventory of fitness center supplies and equipment.
* Ensure inventory levels are sufficient and place orders for supplies as needed.
Climbing Wall Operations & Certification
* Maintain climbing wall instructor certification.
* Assist with the operation of the climbing wall, ensuring adherence to safety protocols.
Performs other duties as assigned/needed.
Note: Work may take place during normal business hours or into the evening or weekends as programmatic needs dictate.
Required Qualifications
Required Qualifications:
Knowledge/Skill/Ability
* Strong verbal and written communication skills.
* Attention to detail in planning, assessing, and
* reporting.
* Familiarity with recreation & wellness.
* Proficiency in Adobe Photoshop, Power Point,
* Microsoft Access, Google docs and social media.
Equivalent Education/Experience
* Associate's degree
* 2-3 years of customer service experience.
Preferred Qualifications
Bachelor's degree preferred.
Physical Demands
Recreational Center Environment
Location: Williams, OK, US
Posted Date: 12/22/2024
The Department Assistant II reports to the Director of Campus Recreation. As a key member of the Campus Recreation team, this position serves as point of first contact for the department and performs a wide variety of secretarial duties. Specific responsibilities include maintaining the administration of departmental files; supervising student office staff; answering and directing all incoming phone calls; processing and maintaining Collins Fitness Center memberships, Fitness Class and Intramural support; designing and administering the distribution of all Campus Recreation publicity; maintaining all office equipment and inventories; updating all Campus Recreation publications and various forms such as the Facility Staff Manual, Intramural Policies and Procedures, Recreational Facility Use contracts; handling all daily correspondence and all purchasing and budgets for Campus Recreation Department.
Essential Functions (Responsibilities):
Customer Service
* Greet and assist all members, guests, and visitors in a friendly and professional manner.
* Provide information on fitness center programs, membership options, and facility policies.
* Handle inquiries, resolve complaints, and address member and guest needs promptly.
Membership Management
* Process membership applications, renewals, and cancellations.
* Assist with managing and updating the membership database.
Social Media Management
* Manage and update the fitness center's social media accounts (e.g., Instagram, Facebook).
* Create and post engaging content to promote fitness center programs, events, and services.
Member/Guest Services Operations
* Oversee daily operations of member/guest services, including answering phones and managing emails.
* Facilitate member check-ins and ensure accurate tracking of facility usage.
Supervision of Collins Fitness Center Student Staff
* Supervise and mentor Collins Fitness Center student staff in member/guest services and fitness programs.
* Assist in recruiting, training, and scheduling student staff.
* Provide feedback and conduct performance evaluations for student employees.
* Ensure student staff adhere to fitness center policies and deliver excellent customer service.
* Oversee recognition programs, celebrating achievements, milestones, and contributions of student staff.
Incident Report Review & Escalation
* Review incident reports and escalate issues to the Associate Director of Wellness and Recreation or other relevant personnel as needed.
Daily Shift Reports & Facility Audits
* Review daily shift reports to ensure seamless communication across shifts.
* Audit and record daily fitness center usage, including member check-ins and class participation.
* Monitor the cleanliness and condition of the Collins Fitness Center and report any maintenance or safety concerns.
Inventory Management
* Maintain and track inventory of fitness center supplies and equipment.
* Ensure inventory levels are sufficient and place orders for supplies as needed.
Climbing Wall Operations & Certification
* Maintain climbing wall instructor certification.
* Assist with the operation of the climbing wall, ensuring adherence to safety protocols.
Performs other duties as assigned/needed.
Note: Work may take place during normal business hours or into the evening or weekends as programmatic needs dictate.
Required Qualifications
Required Qualifications:
Knowledge/Skill/Ability
* Strong verbal and written communication skills.
* Attention to detail in planning, assessing, and
* reporting.
* Familiarity with recreation & wellness.
* Proficiency in Adobe Photoshop, Power Point,
* Microsoft Access, Google docs and social media.
Equivalent Education/Experience
* Associate's degree
* 2-3 years of customer service experience.
Preferred Qualifications
Bachelor's degree preferred.
Physical Demands
Recreational Center Environment
Location: Williams, OK, US
Posted Date: 12/22/2024
Contact Information
| Contact | Human Resources University of Tulsa |
|---|