Operations Specialist

Description

1. Run the Athlete Center Registration Desk.
2. Greet and register all training center guests, including verifying signatures on all forms via the online paperwork system and verifying participants are at least 18 years old, making sure that birthdates are present on paperwork to avoid duplicating records in the CRM computer system, verifying SafeSport and Background check completion dates are entered when applicable, issuing ID cards to all guests residing in athlete center, giving informative orientation on policies and procedures for the CSOPTC. Maintain clean work area.
3. Enter all biographical data on everyone that comes through the training center into the CRM computer system.  Accuracy is of utmost importance in that several USOPC departments use this information as a main resource for reports and mailings.  Adjust rooming assignments and add unexpected program participants in the CRM system to programs through the direction of Operations Coordinators.
4. Offer support and respond to inquiries and requests for information from athletes, coaches, sports administrators, visiting dignitaries, and OPTC visitors. Listen and extend assistance in order to resolve programs such as insufficient heating or air conditioning, toiletries in dorm rooms, arrival/departure date discrepancies, etc.
5. Answer telephones and direct inquiries to the appropriate department using a positive and clear speaking voice. Listen to and understand requests and respond with appropriate action. Take messages and distribute them to the participant or the coordinator of the program.  Update “frequently called phone number” list for the entire department as necessary.
6. Coordinate check-ins and check-outs with housekeeping services to allow adequate time for the housekeepers to prepare rooms for new arrivals.
7. Run checkout report as needed. Credit IDs to participants when checking out of programs upon departure. Delete records from Symmetry, CRM, and program folder.
8. Perform roving patrol duties within the Athlete Center. Check all doors, windows, and office areas at the beginning of shift and as appropriate thereafter to ensure they are secure from unauthorized entry. During rounds, check and evaluate facility for safety concerns as well as generate work orders for repair and maintenance as necessary.
9. Make sound decisions based on immediate circumstances. Remain calm and alert, especially during emergency and/or heavy CSOPTC activity, and resolve complications for guests promptly. Report critical incidents to the Operations Manager and/or CSOPTC Leadership.
10. Investigate all accidents/incidents occurring during appointed shift, complete accident/incident reports as appropriate, and make necessary notifications according to established procedures. Complete shift report and submit via email to CSOPTC Operations staff, including Operations Manager and full shift report distribution list
11. Monitor and operate fire alarm system and investigate alarms as indicated by Security.
12. Assist all residents during emergency evacuation procedures and coordinate with first responder personnel as necessary. Remain calm and alert.
13. Contact CSOPTC Transportation to coordinate any adjustments or new requests for the arrival/departure schedule, as changes can affect the size of the vehicle required for a transportation shuttle.
14. Check out meeting room keys to athlete study hall, coaches work room, and CSOPTC meeting rooms and duplicate dorm room keys if a guest is locked out.
15. Contact Sports Medicine in the event of emergency, following established procedures.
16. Report any maintenance problems to the appropriate party depending on time of incident, for necessary next steps.
17. Monitor participant behavior in the athlete center and report any concerns to the Operations Coordinator, Manager, and/or CSOPTC leadership.
18. Answer and investigate inquiries from the Security department in reference to the Symmetry computer system as needed.
19. Assist Operations staff with projects as assigned. Perform other duties as assigned.

• High School Diploma or equivalent required
• Some college or Bachelor’s degree preferred
• First Aid, CPR, and/or AED certifications preferred
• 3 years of experience in a sport-related field, preferably in a service-related position
• Excellent written and oral communication skills
• Computer literate including Windows, Word, Publisher, Excel, etc.
• Ability to work independently of direct supervision
• Skill in data entry, including high attention to detail and ability to maintain data integrity and privacy

• Office environment on multi-building site
• Non-traditional work hours required, including early mornings, nights, weekends, and holidays
• Prolonged use of hands/arms
• Requires frequent standing and movement throughout the athlete center area
• Extended hours working without direct supervision
• Regular attendance at work is an essential job function

• Hiring pay range $17.00 - $19.00 per hour.
• This Part-Time, Non-Exempt position is intended to work 20 hours per week.
• Bonus: This position will be eligible for the Annual Incentive Award Program, which has a 5% target. The USOPC may change or eliminate this program at any time at its sole discretion.