Coordinator of Athletic Business Operations

SUMMARY Under the supervision of the Athletic Director (AD), the Coordinator of Athletic Business Operation is directly responsible for most internal operations of the athletic department including, but not limited to: monitoring budget deposits and expenditures, providing updated budget information to coaches, placing orders for equipment, processing travel requests, and approvals, generating game contracts, and coordinating the assignment of officials. Secondary responsibilities include serving as the department liaison to Housing and Residence Life, the Business Office, and Student Activities Association. This position does not have any direct reports. To be successful in this position the individual will need to: maintain positive relationships with all coaches, have meticulous attention to detail, and have clear and concise communication skills. ESSENTIAL RESPONSIBILITIES • Submits purchase orders and work orders within 2 work days of receipt. • Contacts and secures services from campus constituents to ensure an efficient onboarding of new Athletics employees. • Processes all travel authorizations and expenses, reimbursements, etc. submitted by department administration, coaches, and staff within 2 work days of receipt. • Processes all deposits and budget transfers as directed. • Places orders for team uniforms and equipment at the request of the coach and as approved by the AD within 2 work days of receipt. • Serves as the department liaison to the BSN vendor to address any issues with team apparel, uniforms, and equipment purchases. • Submits payment for membership fees, etc. in adherence to deadlines. • Coordinates team travel for all 22 sport teams with AD approval including but not limited to securing buses, hotel rooms, per diem expenses etc. • Confirms bus schedule and provides weekly schedule to coaches that includes travel date and departure time. • Posts per diem monetary requests to debit cards at least 72 hours in advance of travel. • Provides updated monthly budget statements by the first of each month to administration, coaches, and staff specific to their area of oversight. Statement must include accounting of deposits and expenditures. • Works with the Coordinator of Athletic Events and Facility Operations, Equipment Manager, Athletic Communications, and department staff to identify the number of student workers needed for their specific areas. • Works with HR to advertise work study positions for the aforementioned areas and departments in general. • Responsible for verifying and approving hours worked for undergrad/graduate student workers hired to support the athletic department, athletic communications, equipment room, and athletic events and facility operations offices. • Alerts Director of Athletics to issues that impact department operations. • Prepares financial reports at the request of the Athletic Director. • Serves as the liaison to Housing and Residence Life for student-athlete housing needs over winter break and prior to the start of Fall classes. • Works with Food Services to arrange for meals over breaks and during pre-season. • Generates game contracts, distributes to opponents, and monitors return of said contracts; reports out to coaches on status of game contracts; provides copies of returned game contracts to coaches. • Works with Arbiter or other entity to ensure the scheduling of officials. • Communicates game schedules to Athletics Communications staff and provides updates as needed. • Collaborates with Director of Athletics, Athletic Training, Coordinator of Athletic Events, and Facility Operations staff to address schedule changes. • Assists in the scheduling of department meetings and communicating with department staff at the request of the Director of Athletics. • Collaborates with the Director of Athletics regarding the submission of NCAA Championship bids. • Performs duties in compliance with all NCAA, PSAC, Title IX, and ESU rules/regulations. • Attends athletic department meetings, takes meeting minutes, and presents report to AD. • Submits annual updates to the Athletic Department Manual. • Performs additional duties as assigned by the Director of Athletics.