Westchester Community College, State University of New York

County Job Title: Coordinator of Student Affairs (Athletics)
Department/Division: Athletics/Student Affairs
Current Incumbent: N/A
Job Reports To: Director of Student Affairs (Athletics)

Job Summary:

Under the general supervision of the Director of Student Affairs (Athletics), an incumbent of this position works with student athletes, athletic team coaches, and the general student body to assist them in the successful operation of the intercollegiate athletic and recreational sports programs. Supervision is exercised over a small number of clerical and student assistants. Does related work as required. Some evening and weekend hours are required.

Educational Requirements:

A Bachelor’s Degree and either (a) a Master’s Degree in higher education administration, student affairs, or related field, and three years experience working with students or student affairs or (b) four years experience in working with student affairs; or (c) any satisfactory equivalent combination of the foregoing training and experience.

Compensation:

$82,438 plus a competitive benefits package including health insurance and retirement.

Major Responsibilities/Activities:

Intercollegiate Athletics 60%

• Coordinates the collection, file storage and on-going maintenance of individual student-athlete paperwork required for National Junior Collegiate Athletic Association (NJCAA) eligibility.
• Evaluates initial student-athlete and team eligibility in coordination with the Director of Athletics.
• Coordinates the submission and on-going management of official NJCAA rosters.
• Ensures continuing eligibility of student-athletes by regularly tracking full time enrollment status.
• Stays abreast of any updates or changes to the rules and regulations of the National Junior Collegiate Athletic Association (NJCAA).
• Manages all Letters of Intent and works with team coaches to ensure proper filing.
• Assists with scheduling games for intercollegiate sports.
• Assist with the recruitment of student athletes in coordination with the Admissions office.
• Assists the varsity and club team coaches in operational and budgetary matters, including but not limited to compliance, travel, student development, and budgetary matters.
• Serves as Athletic Department representative at assigned home or away competitions.
• Coordinates facility schedule for practices, games, PE and Continuing Education Classes and rentals.
• Processes facility rental requests, tracks usage and assists with invoice and payment tracking.

Academic Support 20%

• Serves as primary department liaison to campus academic resources (i.e. Academic Support Center, Academic Counseling, Accessibility Services, Library) to help ensure student-athlete academic success.
• Coordinates the Vikings-On-Track program, which assists individual student-athletes with academic success planning based around student-athletes’ goals.
• Responsible to track and develop semester reports demonstrating student athlete success, including graduation rates, retention rates, GPAs, and other success metrics.

Other 20%:

• Coordinate all aspects of departmental special events, to include, but not limited to the: Hall of Fame Dinner and Student Athlete Banquet and Awards Ceremony.
• Assists with the coordination and planning of Student Athlete Orientation.
• Assists in the supervision and planning for proper use of facilities in the Physical Education Building.
• Assist with the compliance of federal Title IX regulations as they relate to gender equity in sports.
• Support departmental operations/initiatives, including, but not limited to: event attendance, office duties, meeting participation, etc.
• Serve as a Hearing Officer to adjudicate alleged violations of the Student Code of Conduct.
• Serve on campus committees as required.
• Keeps abreast of developments in the field of higher education particularly as they relate to intercollegiate athletic competition and student eligibility at community colleges.
• Assume the duties of the Director as requested by the Director and/or Dean of Student Life.
• All other duties, as assigned.

Additional Comments:

The successful candidate must also have: (a) working knowledge of National Junior Collegiate Athletic Association (NJCAA) rules and regulations; (b) experience working in intercollegiate sports, preferred at a community college; (c) the ability to work in a team environment and amongst diverse groups; (d) knowledge and commitment to the goals and mission of the community college; and (e) evidence of responsiveness to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

Note: Nothing in this description of duties restricts management rights to assign or reassign duties and responsibilities within the scope of this job’s specifications at any time.

Job Description:

• Completes registration for Financial Aid Deferments, Good faith Deferments and DSS Deferments.
• Assures that all TAP awards are certified by the Registrar’s office. Enters all certified TAP awards into PeopleSoft system.
• Monitors and analyzes monthly TAP information lists received from NYS Higher Education Services Corp.
• Process Good faith payments, requests for Scholarship payments, GSS checks to and from students, foundation billing for Scholarships.
• Monitors the Financial Aid awards that are entered in the Financial Aid Office to make sure that these awards pass over to the Business Office before processing refunds.
• Audit TAP rosters to verify that it agrees with the student’s account.
• Audits remittance advice against TAP roster if there are approved changes, enters the changes on the student account before refund checks can be issued.
• Contacts students directly to discuss problems concerning their refunds.
• Prepares the authorized book cards for those students with Financial Aid.
• Coordinates book charges with the bookstore.
• Enters book card charges on student Aid accounts.
• Data entry for Financial Aid amounts to be disbursed to students, the College and the bookstore.
• Verify Emergency loan requests for students.
• Generates report for book charges on student Aid accounts.
• Audits attendance for credit load, and for class withdrawal prior to distribution of Financial Aid checks.
• Distributes Financial Aid refund checks to eligible students.
• Verifies that Financial Aid loan forms are properly signed for charges that are incurred by student.
• Process on-line credit card refunds.
• Process Student sponsor/scholarship refunds.
• Process general student refunds.
• Process all credit cards decline by the end of each month.
• Adjusts student accounts/bills.
• Unisa bill payment.
• Completing County Chargeback billing and maintaining spreadsheets for the chargeback.
• Prepares supplement chargeback billing.
• Sends chargeback electronically to NYC.
• Processes and verifies 1199 vouchers for students’ accounts for past semesters and request refund if needed.
• Post’s county chargeback checks from the counties into PeopleSoft.
• Processes and verifies 1199 vouchers for students’ accounts for past semesters and request refund if needed.
• Provides invoice, schedule, or other documents to 1199 students to obtain their vouchers.
• Audits 1199 vouchers to verify that they agree with the student’s accounts.
• Contacts students directly to discuss problems concerning their 1199 vouchers and balances.
• Verifies Certificate of Residency (COR) vouchers for the counties.
• Post’s EFTs received from counties in PeopleSoft.
• Contacts counties for COR approvals.
• Assists with accepting payments, cash, checks for tuition processing.
• Answer students’ questions on Qminder and Bursar Emails.
• Related work as required.

Required Knowledge, Skills and Abilities:

A high degree of initiative, independent action and follow through to ensure timely payments and workflow for accurate processing; thorough knowledge of automated accounting systems used in collecting money and maintaining financial records. The ability to perform complicated account analyses, ability to perform arithmetical calculations accurately and quickly to function effectively within specific automated accounting systems and to observe, differentiate and manipulate various alpha/numeric coded transaction. Can effectively use computer applications such as spreadsheets, word processing, calendar, email, and other database software. Understand and communicate sufficiently in English to perform the essential functions of the position. To prescribe time limitations, establish and maintain effective working relationships, initiative, integrity, tact, accuracy, resourcefulness. Physical condition commensurate with the demands of the position.

Minimal Acceptable Training and Experience:

Possession of a high school or equivalency diploma and five years where the primary function was working with financial recordkeeping.

Substitution:

Completion of 30 in a related field may substitute on a year for year basis.

Additional Information:

This position is employed by the Faculty-Student Association of Westchester Community College, Inc. (FSA) and is subject to the policies and procedures of the FSA.

FSA is a 501(c)(3) non-profit organization registered by the State of New York. Since 1953, the FSA has provided educational related services to benefit Westchester Community College (WCC) and endeavors to be a most effective service component for WCC working collaboratively and cross-functionally with all campus constituencies.

Position Effective:

The position will remain open until filled.

Salary and Benefits:

The starting salary is $56,521.  Additional compensation with seniority steps maximizes at a salary of $70,110. Benefits include comprehensive health coverage, a defined contribution pension plan, and generous leave benefits.

Work Schedule:

The work schedule is Monday-Friday:  9 am-5 pm.

Application Instructions:

Applicants must apply by submitting a letter expressing interest in this position, a resume/CV, and contact information for three professional references.  You must be legally eligible to work in the United States at the time of hire. Please send resumes to:  bursardocs@sunywcc.edu.  The review of candidates will begin immediately and continue until the position is filled.

Westchester Community College provides accessible, high quality and affordable education to meet the needs of our diverse community. We are committed to student success, academic excellence, workforce development, economic development, and lifelong learning.

The College will provide equal opportunity in all of its employment practices to all persons without unlawful discrimination on the basis of political affiliation, age, race, color, national origin, ancestry, citizenship, genetic information, religion, disability, sex, sexual orientation, gender identity, gender expression, marital status, parental status, pregnancy, arrest or conviction record, membership in any reserve component of the armed forces, or use or non-use of lawful products off College premises during nonworking hours, or any other status protected by applicable state or federal law.