Assistant Director of Personnel Services - Athletics

The department of Athletics at West Virginia University is currently accepting applications for an Assistant Director of Personnel Services.

About Opportunity

This position will assist the Assistant Athletics Director for Strategic Management with the day-to-day administration of Human Resources.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
  
• 13 paid holidays (staff holiday calendar)
  
• 24 annual leave (vacation) days per year or more based on years of service (employee leave)
  
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  
• WVU offers a range of health insurance and other benefits
  
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
  
• Wellness programs

What You'll Do

• Serves as Co-EBO and Co-SBA for the Athletic Department
• Manage in conjunction with the Assistant Athletics Director of Strategic Management of all payroll matters for the department including in excess of 210 full-time employees.
• Serve as the backup to the payroll specialist within Athletics. Answer payroll inquiries and make any necessary corrections to timecards and funding lines. Assist with hiring student-workers, work-study students, game-day workers, camp workers and sportive workers. Ensure compliance with federal and state hiring laws.
• Collaborate with Athletics Business office to provide accurate and timely data for building ad hoc reports for compensation, in order forecast budgets.
• Lead the offboarding process for resignations, retirement and termination of all staff,. Ensure all terminated employees are processed timely and correctly.
• Assist with onboarding of all full-time staff (ensures office locations, temp housing, computer needs, building access, onboarding documentation completion, etc).
• Assist with employment agreements, update with salaries, bonuses, and job titles. Distribute and receive all annual employment agreements to maintain current files and document incentives for payroll.
• Works with the IT department and Athletic Business Office to coordinate the activation and use of departmental computer, cell phone, email and other technical services.
• Assists the Assistant Athletics Director for Strategic Management with publication and dissemination of policies & procedures.
  Help administers letter of offer/intent/employment agreement to selected candidates as assigned by the Assistant Athletics Director for Strategic Management.
• Coordinates in conjunction with the Assistant Athletics Director for Strategic Management, Athletic events and activities.
• Supports the Assistant Athletics Director for Strategic Management and department managers addressing personnel-related issues.
• Provide support and guidance to hiring managers during the recruiting and hiring process
• Ensure compliance throughout the department with regards to applicable employment laws and regulations.
• Administers the PIQ, FEAP and non-classified positions for present employees and vacant positions.
• Assists in the administration of the budget process relative to salaries, raises, retention, etc. This includes the development of all personnel information relative to the budget prep process.
• Manages the department's confidential employment files which includes employment agreements, employment history/transfer/promotion documents, disciplinary correspondence, etc. Ensure confidentiality of records.
• Manages the department's work-study program and graduate assistant programs. This position coordinates the needs of the unit supervisors within the department and serves as the primary contact with the Office of Financial Aid, Office of Student Accounts and the Office of Graduate Educations and Life.
• Monitors leave balances for all employees.
• Assists Athletic Department Administration with the compilation and submission of selected Big 12 and NCAA information.
• Perform other job-related duties as assigned by the Assistant Athletics Director for Strategic Management.
• Report directly to the Assistant Athletics Director for Strategic Management; must also work closely with all others involved with carrying out the philosophy and objectives of the intercollegiate athletic program.
• Maintain knowledge of and comply with all rules, regulations, policies and guidelines of West Virginia University, the Big 12 Conference and the NCAA; must adhere to NCAA Bylaw 11.1 Conduct of Athletic Personnel. Failure to adhere to these policies will result in appropriate disciplinary action including possible suspension and termination.
• Represent the University on the highest professional level with dignity, integrity, and strength of character and will exhibit ethical behavior; must respect the rights and dignity of individuals with sensitivity to problems that may arise from racial and ethnical differences.
• Demonstrate a cooperative attitude towards all sports within the intercollegiate athletic program.
• Possess the ability to adapt to any situation, make decisions and work independently; position must have the ability to build and maintain relationships with student-athletes, coaches, staff members and contractors; required to use creative abilities to develop new techniques and approaches in dealing with many issues controlled by this position; responsibilities of the position are ever-changing and require constant research and education. It also requires the ability to adapt to any situation and make decisions.
• Manage sensitive and confidential information related to student-athletes, coaches and staff utilizing discretion and correct decisions. Failure to use proper discretion at required level could result in major and significant embarrassment to the University and/or have a significant impact on image, revenues and eligibility of student-athletes.
• Manage professional and personal time to handle time sensitive-issues, tight deadlines, extended hours beyond the normal workday, weekend work, regular travel in-season and on-call availability.
• Faithfully and diligently execute related duties of the Department of Intercollegiate Athletics, as requested or assigned by Associate Athletics Director for Strategic Management
  

• Bachelor's degree required.
• A minimum of two (2) years of experience involving:
  • Experience in collegiate athletics, preferably athletic business office experience.
  • Customer service experience, preferably in an office setting.
  • Payroll experience
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, & Abilities

• Maintain high standard of ethics and integrity related to intercollegiate athletics
• Demonstrated knowledge of Division I (FBS) intercollegiate athletics
• Maintain knowledge of state and University policies and procedures
• Exhibit strong creative, organizational and interpersonal skills
• Demonstrated knowledge of correct English, grammar, spelling, punctuation and sentence structure
• Demonstrated ability to function professionally under high stress and confrontational circumstances
• Demonstrated ability to manage multiple tasks for extended period
• Demonstrated ability to independently plan and organize work
• Proactive attitude towards work and assignments
• Demonstrated interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
• Demonstrated knowledge of record keeping and adherence to schedule
• Demonstrated ability to quickly learn University and department policies and procedures
• Ability to stay abreast of information impacting the affected area
• Demonstrated ability to organize and motivate groups and individuals
• Ability to maintain proper unit attendance and punctuality standards, work extended hours including nights and weekends (often with extensive walking and standing)
• Ability to make administrative/procedural decisions and judgments
• Ability to communicate effectively and comprehensively, both verbally and in writing
• Ability to function as a liaison for Athletics with several administrative departments within higher education and at the conference and national level

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.