Department Office Manager/Operational Support Specialist
Oneonta, NY
Full Time
Athletics
Entry Level
August 26, 2025
Title: Department Office Manager/Operational Support Specialist
Description: The Office Manager/Operational Support Specialist performs a variety of necessary duties that support the Department of Athletics in an effort to achieve operational excellence. This position is responsible for providing direction of the operation of the athletic office to all internal and external constituents. This position supports the technology needs of the athletic department through the creation of department reports, tracking and monitoring of completion and accuracy of student-athlete compliance, and other technical duties as needed.
Responsibilities:
Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.
An independent, residential liberal arts college enrolling approximately 1,100 full-time undergraduates, The College features a general education curriculum designed to give every student a flexible, individualized learning experience that integrates coursework, co-curricular activities, and work experience to cultivate their distinctive strengths and prepare them for the future.
Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.
Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply.
Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.
Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.
All applicants are asked to submit the following materials with their online applications:
Title: Department Office Manager/Operational Support Specialist
Description: The Office Manager/Operational Support Specialist performs a variety of necessary duties that support the Department of Athletics in an effort to achieve operational excellence. This position is responsible for providing direction of the operation of the athletic office to all internal and external constituents. This position supports the technology needs of the athletic department through the creation of department reports, tracking and monitoring of completion and accuracy of student-athlete compliance, and other technical duties as needed.
Responsibilities:
- Provide direction and information regarding the operation of the athletic department office. Serve as a point of contact for internal and external constituents relative to the department. Maintain office systems including athletic software, technology, telecom, etc.
- Serve as the lead facilitator for the Executive Director of Athletics’ scheduling and day-to-day office needs. Assist the Executive Director with project management. Serve as a liaison between Athletics and Human Resources to support the onboarding and recruiting activities for open athletics positions.
- Assist the Associate Director of Athletics in the daily financial operations and transactions (i.e. on-line material requisitions, check requests, credit card statements, and expense reports). Reconcile all department cash receipts and team/department fundraising accounts and maintain department financial files and records.
- Assist the Associate Director of Athletics with preparation of financial reports for the College, NCAA, and other appropriate reports.
- In conjunction with the Senior Woman Administrator, track and monitor completion of compliance paperwork for all student-athletes in the department’s compliance forms utilizing athletic department software.
- Ensure data credibility and accuracy, update and maintain accurate rosters for all varsity programs; code scholar-athlete roles and start/end dates.
- Create and maintain Informer reports that provide data for assessment, compliance, and research related to NCAA, conference, and institutional needs.
- Serve as the point person for the annual athletic awards program.
- Liaison with IT staff for departmental projects.
- Manage car rental requests for the department. Support department special events as needed (post-season, fundraisers, etc.).
- Comply with all Federal, State, local, NCAA, Empire 8 Conference, College Department, regulations, rules, policies and procedures.
- Be a positive member of the department by supporting other programs and find ways to be involved for the betterment of the department and College.
- Participate in significant campus activities including Welcome Weekend, True Blue Weekend, and Commencement Weekend. As a college employee, this person is expected to comport oneself in a professional manner at all times, both on and off campus. No inappropriate relationships with students
- Other duties as assigned.
- Knowledge of various software applications required including Microsoft Office (Access, Word, Excel, PowerPoint) and Google applications (Gmail, Calendar, Drive)
- Knowledge of Datatel and Informer preferred
- Extensive reporting and data management skills
- Excellent written, oral communication, and interpersonal skills
- Process mapping, problem resolution experience and front-line customer service experience preferred
- Strong proofreading skills and attention to detail
- Ability to multi-task and be flexible
- Ability to schedule and manage multiple schedules
- Ability to work with many different departments needs
Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.
An independent, residential liberal arts college enrolling approximately 1,100 full-time undergraduates, The College features a general education curriculum designed to give every student a flexible, individualized learning experience that integrates coursework, co-curricular activities, and work experience to cultivate their distinctive strengths and prepare them for the future.
Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.
Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply.
Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.
Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.
All applicants are asked to submit the following materials with their online applications:
- A cover letter;
- A resume; and
- The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).
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