Classification:

• Position will be located in the Park City Office of U.S. Ski & Snowboard

Attributes:

• Proven administrative skills as demonstrated through experience and references
• Prefer (4) four or more years experience coordinating administrative projects
• Ability to accomplish multiple tasks simultaneously
• Exceptional organizational skills
• High level of computer competency including working with the internet, calendars, spreadsheets, databases, word processing and presentation software
• Effective verbal and written communication skills
• Ability to set and achieve goals
• Discretion and independent judgement
• Familiarity with sports organizations and/or skiing/snowboarding is preferred but not required

Position Summary:

The Administrative Coordinator will work with the Senior Director, Events and the Chief of Systems and Operations to coordinate the Events Departments’ project control systems, oversee the day-to-day administrative functions of the department including the following duties.

• Budget Coordination
  • Administrative Budgets – monthly tracking of the Department’s billback budget as well as organization of project budget forecasts for review by Senior Director, Events
  • Internal Expense Accounting – oversee accounting of inter-department expenses and billing
  • Purchase Orders – oversee Department’s purchase order systems and filing
  • Cash Prize Certificates- track distribution and payment of cash prizes
  • Grant records – maintain annual records of grabt applications and provide data for audits

• Project Coordination and Databases
  • Contract Processing – Process and track Event Organizer Agreements, Vendor Agreements, Sanction Agreements and NASTAR Franchise Agreements and Alumni Pacesetting Agreements, process and certificates of insurance requirements and invoicing for NASTAR agreements.
  • Project Tracking – maintain department project control systems including contractural deadline tracking, department critical timelines
  • Materials orderig and tracking – Coordinate and track the NASTAR materials to resort partners including rules, manuals, data and timing software, and NASTAR branded race materials required by contract.
  • Credential and Lodging Lists – act as department liaison for credential, ticket and lodging requests for major events and NASTAR National Championships.
  • Athlete Family Database and Event Communication – maintain database and provide communication to athletes’ families regarding domestic event services
• • Doping Controls –coordinate notification and organization of doping control operations with FIS, U.S. Ski & Snowboards Medical Director, Event Project Managers and Event Organizers
  • Event Sanction Forms – ensure that event sanction forms are completed accurately and submitted to U.S. Ski & Snowboar competition services in a timely manner and insure that all Codex’s are accurate

• General Administrative Duties
  • Calendars – maintain annual U.S. Ski & Snowboard Event Calendar and individual Event Schedules within Department records and on U.S. Ski & Snowboard, NASTAR and FIS Websites
  • Update U.S. Ski & Snowboard and NASTAR website with event information (schedules, results, organizers, etc.)
  • Update and distribute Event Organizer Handbook annually to reflect changes to FIS rules and policies
  • Work with Project Managers to develop and Event Report for each project containing significant facts and data for the project
  • Order organize and distribute uniforms to Event Department Staff
  • Procure and distribute gifts for NASTAR Nationals and and event partners
  • Coordinate special projects as assigned by the Senior Director, Events or the Chief of Systems and Operations

• Internally employee will work directly with all Event Department Staff as well as staffs of all other Athletic, Executive and Administartive Departments

• Externally employee will work with Event Organizers, sport and Industry Partners

APPLICATION PROCESS: Applications will be accepted until the position is filled.

Interested candidates are encouraged to apply by completing the U.S. Ski & Snowboard

employment application (refer to the References Section on the right), attaching a cover letter

and/or résumé and submitting via the online employment application