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Administration/General Management: Receptionist/Switchboard
Customer Service Rep - USA Track & Field (Indianapolis, IN)

BASIC FUNCTION:  Provides customer service support to all USATF constituents on behalf of all USATF departments.  

DUTIES AND RESPONSIBILITIES:

  • Promptly, professionally, and courteously assess and direct calls and inquiries coming through the USATF reception desk.
  • Maintain accurate and up to date knowledge of all constituent needs as they relate to each department.
  • Create and maintain documentation on all processes related to each function of the position.
  • Create and maintains documentation on all incoming inquiries in an effort to collect data, track improvements, trends, etc.
  • Address all membership, club, youth, retail and events customer calls and emails.
  • Meet regularly with department heads to make recommendations for process improvements based on feedback from constituents.
  •  Manages day to day administrative functions including, but not limited to:

            -Processing refunds, exchanges, etc. for retail customers.

            -Updating membership and club database on an ongoing basis.

            -Recording date of birth verifications.

            -Entering event registration data.

            -Some travel to events required for membership event execution.

 QUALIFICATIONS:

  • 4 year degree required.
  • 1-2 years’ professional experience, preferably within a Customer Service environment such as a Call Center, or as a receptionist
  •  Knowledge of Microsoft Office software, including Word, Excel and Outlook.
  •  Strong written and verbal communication, interpersonal, and customer-service skills.
  •  Excellent organizational and time-management skills.
  •  Ability to work accurately and meet deadlines with frequent interruptions.
  •  Proactively seeks process improvements.

PHYSICAL DEMANDS:  Ability to lift up to 35 pounds.

 

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Retail: Retail Merchandising
Merchandise Coordinator - USA Track & Field (Indianapolis, IN)

BASIC FUNCTION: Assist in merchandise sales, order processing at the USATF warehouse and at event locations.  Promote the USATF brand.

DUTIES AND RESPONSIBILITIES:

  • Develop a thorough working knowledge of USATF programs, products, policies and procedures with the ability to respond to questions regarding membership, merchandise, and other events and programs
  • Implement numerous aspects of USATF's mobile retail tour, including; full setup of a retail event, packing for or shipping merchandise in support of events, if necessary will be responsible for equipment upgrades and visual merchandising improvements.
  • Effectively administer the daily operations of USATF e-commerce business (fulfillment, returns/exchanges, inventory controls, stocking, and damaged.) in a professional and structured manner.
  • Accurately pick customer orders, pack and ship orders and troubleshoot problems to resolution in a judicious manner. 
  • Communicate and problem solve with Operations & E-Commerce Manager regarding stock levels, stock discrepancies, opportunities etc.
  • Maintain inventory for warehouse and vehicles by strategically and proactively updating while meticulously monitoring incoming/outgoing inventories.
  • Provide various logistical supports to USATF departments.
  • Communicate with customer service to clear any discrepancies with customer issues.
  • Responsible for updating e-commerce shipping supplies.
  • Assist in developing warehouse design by planning layout, product flow, and product handling systems; evaluating and recommending new equipment.
  • Assist in developing warehouse operations system improvements by analyzing process work flow, manning and space requirements, and equipment layout; implementing changes.
  • Other duties as assigned.

QUALIFICATIONS:

  • Bachelor's degree in Business, Marketing, Sports Management, or related field.
  • Retail and/or vendor sales experience, including knowledge of the sports or fitness industries preferred
  • Ability to manage complex schedules, prioritize workloads and handle multiple projects with limited direction or supervision.
  • Demonstrated initiative and the ability to adapt to and embrace change.
  • Excellent organizational, problem-solving, and customer service skills.
  • Ability to network, utilize resources, and exercise a high degree of professionalism.
  • Strong team player and ability to work cooperatively with others.
  • Effective verbal and written communication skills.
  • Ability to write clear, concise reports and e-mail correspondence. 
  • Ability to drive for long periods of time and lift heavy objects weighing up to 50-60 lbs.
  • Possess a valid driver’s license for at least 2 years.
  • Desire and ability to drive/travel extensively 

PHYSICAL DEMANDS: 

  • Ability to lift and carry up to 50 pounds.

NON-PHYSICAL DEMANDS: 

  • Travel at least 10-12 times per year (including weekend travel). 
  • Must be willing to work evening and weekend hours at events

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Internships: Any Internship
Summer Internship 2016 - USA Track and Field (Indianapolis, IN)

USATF is the National Governing Body for track and field, long-distance running and race walking in the United States. USATF encompasses the world's oldest organized sports, the most-watched events of Olympic broadcasts, the #1 high school and junior high school participatory sport and more than 30 million adult runners in the United States. 

Mission statement: USA Track & Field drives competitive excellence and popular engagement in our sport.

USATF’s internship program stresses flexibility – the start and end dates for each intern is between May and August, but may be tailored to individual schedules. All internships are a minimum of 10 weeks and a maximum of 12 weeks, unless other arrangements are made. The candidates will need to relocate to the Indianapolis area during this period. Please submit all applications through our online process only. The deadline for all applications is Monday, February 29, 2016.

Please attach your current resume; this should include recent job experience (work, internships, or volunteer efforts), campus activities, and athletic achievements (if applicable). If applying for the Graphic Design department, you will be asked to provide a link to your online portfolio.

Listed below are the openings for each department along with their roles and responsibilities. As part of the application process, you will be asked to provide the corresponding number of the department, in preference order, in which you desire to work. Interns are assigned to one department/area for the duration of their internship. We encourage you to select departments based on your academic background and or current professional interests.

1.  Alumni Relations and Run, Jump, Throw (1 position)

  • Assist in execution of local/ national community events
  • Assist in administrative work and research surrounding community events
  • Identify new opportunities for USATF Elite Athletes and USATF Alumni Association to give back to communities
  • Reach out to local organizations to encourage support in USATF Community Outreach events
  • Setup and teardown of various events
  • Serve as a liaison with Alumni Association on specific events
  • Assist in production of Alumni newsletter
  • Must be a self-starter, have good time management and follow through skills

2.   Business Affairs (1 position)

  • Assist athletes with immigration requests
  • Assist legal department with department duties
  • Prepare educational materials for Athlete Representatives
  • Organization of legal/business affairs department
  • Attend and take notes at meetings with internal departments at USATF
  • Update webpages as necessary

3.  Communications (2 positions)

  • Compile and send daily clips 
  • Assist with social media content
  • Update athlete bios and create new bios
  • Manage youth media opportunities for summer events and hometown media outreach
  • Write at least 5 feature stories
  • Manage Athlete of the Week (nomination and voting process, interview, write, publish and send story)
  • Provide event coverage as assigned: game stories, previews, interviews, and features
  • Other duties as assigned

4.  Constituent Services (1 position)

  • Work on strategic programs geared to build membership including USATF Rewards program, USATF benefits program, USATF Honor Roll, and more
  • Raise awareness of USATF by assisting at events across the country with our USATF Play Tour
  • Assist in planning the Association Workshop and 2016 USATF Annual Meeting
  • Conduct a special project geared toward interns interest. Past projects have included producing webinar tutorials, conducting NGB benefits research, restructuring Association Grants program, planning USATF Association Rookie Workshop and launching the USATF Honor Roll program

5.  Entertainment Properties (1 position)

  • Responsible individual who has a serious interest in video production and broadcasting
  • Must have previous experience working with studio equipment including video cameras, audio and lighting
  • Must be able to produce quality work in Adobe Premiere, Adobe After Effects, and Photoshop
  • Assist the department in completing internal media requests
  • Assist in execution of event needs; including, but not limited to: setting up athlete interviews, filming B-roll and providing necessary help with live broadcasts (travel may be required)
  • Assist in creating video content for USATF.TV (web shows, promotions, spotlights, etc.)
  • Create video content and animations for social media platforms to promote USATF programs 

6.  Events (2 positions)

  • Confirm Championship entry listings/memberships
  • Event set-up (signage, stage, tents, tables, etc.)
  • Assist with award presentations at Championships
  • Partake in teleconferences with local organizing committees (LOC) of the Championships
  • Create spreadsheets for various needs (budget, hotels, signage, medals)
  • Assist with webpage updates
  • Other duties as assigned

7.  Finance (1 position)

  • Assist with Accounts Payable and Accounts Receivable including following transactions from the beginning of the accounting process through the end (verifying contracts, data entry, processing and distribution/receipt of funds)
  • Analyze aging reports and following up on long outstanding amounts due or payable
  • Audit files and accounts for appropriate documentation and approval
  • Create and/or improve Excel format spreadsheets and reports
  • Observe and assist with national team processing tasks (may include travel)
  • Assist with budget process and analysis
  • Assist with filing and mailings as needed

8.  Graphic Design (1 position)

  • Support the Brand Manager in the daily duties of managing creative brief requests 
  • Ability to give and receive constructive criticism
  • Individual willing to work closely with multiple departments to understand creative needs for a variety of projects
  • Knowledge of preparing files for print
  • Knowledge of saving files for the web
  • Photo editing
  • Assist with maintaining & monitoring the brand of USATF internally and externally
  • Candidate must be proficient with Adobe Creative Suite: Photoshop, InDesign, Illustrator
  • Possess good time management and multi-tasking skills
  • Organizational skills including the ability to rearrange daily schedule for unexpected projects that may be presented
  • Visual communications majors preferred
  • Ability to produce logos, print promotional material, design email blast graphics, and develop layouts for merchandise and social media campaigns

9.  High Performance and Coaching Education (1 position)

  • Track and document top elite and emerging elite performances including current times, eligibility status and personal bests
  • Manage the Minority Female Coaching Education Scholarship
  • Assist in international team preparation
  • Assist with packet pick-up, coaches hospitality and meet management at USATF Outdoor and Junior National Championships
  • Assist in management of the USATF Level 2 Coaching Education School
  • Assist Coaching Education Coordinator with the management of Coaching Education Level 1 schools

10.  International Teams (1 position)

  • Maintain and restock inventory
  • Packing for international teams
  • Coordinate medical tables and medical supplies for medical staff on all national teams
  • Coordinate USATF paperwork (uniform sizing, code of conduct, medical release, and statement of conditions)
  • Help upload athlete information into Edge 10
  • Assist in the planning of our athlete education program and development of athlete lounges

11.  Legal (1 position)

  • Contractual drafting and review
  • Assist with governance inquiries
  • Work with committees that the legal department liaises with (e.g. Law and Legislation, NABR, Ethics Committee), and participate on conference calls when necessary
  • Monitor and track intellectual property issues
  • Prepare contract execution forms for CEO to sign
  • Update webpages, policies (e.g. ADA), and contract log
  • Prepare contract summaries
  • Assist with Athlete Representative program
  • Attend meetings with all departments internally at USATF and monitor legal issues and needs

12.  Merchandise (2 positions)

  • Travel to select events throughout the summer, including but not limited to; the U.S. Olympic Track & Field Trials in Eugene, OR; USATF National Junior Olympic Track & Field Championships in Sacramento, CA; USATF Junior Championships in Clovis, CA; and USATF Hershey Youth Outdoor Championships
  • Assist with the planning and implementation of Merchandise Marketing plans, both at events, which involves the design and layout of the on-site USATF Merchandise Store, and on the online store, which includes creating email blasts and social media content, launching new product, and executing various promotions
  • Contribute to the merchandise buying and forecasting process by analyzing sales numbers, historical consumer purchasing habits at retail and e-commerce, and current trends in sportswear
  • Assist with analyzing overall department efficiency to make improvements on day to day operations of the merchandise department
  • Provide excellent customer service through direct interactions at events, online store order fulfillment, and managing issues as they arise quickly and effectively
  • Support the department in various daily and weekly tasks, including tagging and inventorying product, packing and unpacking from events, and processing and fulfilling online store orders

13. Partnership Marketing (1 position)

  • Ad hoc projects
  • Assist in the development of detailed marketing plans for USATF championships & programs: collateral production, social media, grassroots promotions
  • Assist in building databases
  • Coordinate with internal departments to respond quickly to sponsor needs, requests and problems
  • Assist with the execution of sponsor promotions
  • Coordinate team efforts with other departments to implement marketing ideas/tasks

14.  Youth (1 position)    

  • Help management prepare and execute Youth national championships
  • Utilize Youth membership databases to assist with youth related inquiries
  • Facilitate date of birth verifications
  • Coordinate shipping operations for Youth Department
  • Help promote and execute USATF Future Stars initiatives
  • Coordinate signage at the warehouse  

Note: When you apply for this job online, you will be required to answer the following questions:

1. Please list the corresponding number (#) of the department of your first preference.

2. Please list the corresponding number (#) of the department of your second preference.

3. Please list the corresponding number (#) of the department of your third preference.

4. Yes/No: Is an internship required for your degree attainment?

5. Please provide your cumulative GPA. (i.e. 2.75)

6. Please provide your interest or experience in working for National Governing Bodies (NGB’S) or National Governing Organizations (NGO’s)? If you have previously worked for one, please identify the respective organization? (This question may serve as a writing sample, please answer succinctly)

7. What is one of your career goals (short or long term) and how would this internship experience help you to achieve it? (This question may serve as a writing sample, please answer succinctly)

8. What challenges do you expect the Olympic movement to face in the next five years with regard to grassroots programs and continued engagement; and what are your proposed solutions? (This question may serve as a writing sample, please answer succinctly)

9. If you were not chosen for this internship program what other opportunities would you pursue and why?

10. If you are applying the Graphic Design department, please provide a link to your online portfolio. Otherwise, type N/A.

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Apply for Future Notification Only: Future Notification
Apply for Future Notification - U.S. National Governing Bodies (Various Locations, US)

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