Sports Administration Assistant

: The Wesleyan Athletic Department, located in the Freeman Athletic Center, is a member of the prestigious New England Small College Athletic Conference (NESCAC). Wesleyan sponsors 30 varsity sports and believes athletics plays an integral part in a residential liberal arts education. Highly trained and dedicated faculty-coaches, administrators and staff work collaboratively and tirelessly to assist students in reaching their academic and athletic goals Reporting to the Assistant Athletic Director-Business Operations, the Sports Administration Assistant (AA V) is responsible for coordination of various departmental initiatives and critical day-to-day operations. Responsibilities include:

• Negotiate and execute hotel contract rates, terms and conditions for varsity sports for year-round travel based on each sports budget.
• Communicate with transportation vendors (Peter Pan Bus Lines, Enterprise Rent - A - Car and Wesleyan Transportation services and others) to manage all reservations, cancellations and changes and finalize which transportation mode makes best sense for a sport at a given time.
• Coordinate day-to-day budget and reporting, monitor and reconcile financial activities. Maintain records of current expenditures and control costs. Prepare quarterly and annual department budget reports and projections.
• Create home game contracts (including terms and conditions) for each visiting school's review and signature.
• Review and approve internal and external requests for use of Wesleyan Athletic facilities.
• Ensure practice, competition, club sports and other departmental or campus events are reflected accurately on the University calendar.
• Coordinate officiating needs for home contests and NESCAC and NCAA post season games with individual sport assignors.
• Manage the payment receipt for rental contracts with both internal and external clients.
• Assist the Deputy Director of Athletics in verifying accuracy of required Certificate of Insurances (COIs) of rental clients prior to the execution of contract.
• Oversee facility lighting schedule for all Wesleyan Athletic facilities and manage schedule requests/changes using LightCloud and Musco software systems.
• Oversee roster management process via FrontRush to PeopleSoft. Prompt faculty/staff as needed to update active and past rosters ensuring compliance of institutional timelines
• Communicate and collaborate with new athletic vendors (individual/corporate) to ensure proper paperwork (including W9s) is submitted to Accounts Payable.
• Assist the Physical Education Department Curriculum Coordinator in compiling course offerings using CourseLeaf; liaison with departmental staff to manage cross-listings and edit material for course catalog and university publications.
• Distribute, and obtain signed student-athlete NCAA contracts and University statements. Upload them using FrontRush ensuring compliance with NCAA guidelines.
• Administer gym locker and user pass program for staff, faculty, retirees and alumni. Collect and deposit all membership fees and collaborate with the Assistant AD-Business Operations in overall revenue forecast for the fiscal year.
• Monitor and adhere to current NCAA guidelines, federal, state and college rules, regulations, and policies relative to athletic operations, finance, and accounting procedures
• Serve as a site manager for ticket sales as needed during Wesleyan-hosted NESCAC and NCAA championship events.
• Perform reception duties for the department as required.
• Perform other duties as assigned.

This is an on-campus, Grade V position in the secretarial/clerical bargaining unit. This position works a total of 1677 hours per year: An average of 32.25 hours per week for 52 weeks. Minimum Qualifications Associate's Degree and 6 years related experience in business/travel management/sport administration/coaching or an equivalent combination of education, training and experience. Experience and knowledge of wide range of budget/fiscal management processes and/or experience in negotiating and arranging business travel. Demonstrate expertise in Word, Excel, PowerPoint, GoogleDrive and Outlook. Demonstrated analytical and problem-solving skill.s Ability to prioritize and balance multiple tasks and projects in a fast-paced environment. Ability to learn University, NESCAC and NCAA rules and regulations. Flexibility to work occasional weekends and nontraditional hours as needed. Demonstrated commitment to work within a diverse environment and interact openly with individuals of different backgrounds. Preferred Qualifications Bachelor's Degree and 2 years related experience in business/travel management/sport administration/coaching or an equivalent combination of education, training and experience. Previous experience with using PeopleSoft or other ERP systems. Previous Experience using FrontRush or similar NCAA Compliance/Recruiting software. Previous experience with contract management/negotiation. Knowledge of University, NESCAC and NCAA rules and regulations. Special Instructions to Applicants Position is open until filled. For full consideration please apply by February 22, 2024 when first review of applications will begin. Additional Information All offers to external applicants are contingent on the candidate's completion of a pre-employment background check screening and computer skills assessment to the satisfaction of Wesleyan University. Benefits Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans. We also offer flexible work schedules, employee and dependent tuition programs, as well as access to Wesleyan's BLS & GLS programs for those who qualify (tuition is waived for up to 2 courses a term; some fees and taxes may apply). Detailed information on the benefits of working at Wesleyan is located at: Quick Link