Athletic Business Operations Coordinator

Athletic Business Operations Coordinator

The Athletic Business Operations Coordinator handles the fiscal operations, budgetary management, and travel logistics for all varsity athletic teams at the University of Redlands ensuring compliance with department, university, SCIAC and NCAA policies.

Reporting to the Associate Athletic Director for Internal Operations/SWA, this position manages expense reporting, travel vendor contracts, and assists coaches with coordinating team travel, including flights, busses and vans for optimal efficiency.

Duties and responsibilities include, but are not limited to, the following:

• Oversight of the daily business operations of the athletics department and assists with managing budgets for athletic varsity teams.
• Assists coaches with coordinating athletic team travel by serving as the main point of contact for bus companies, and auto/van rental companies, etc. Assists with team travel itineraries and completes NCAA travel itineraries.
• Ensures that all activities, particularly spending and travel, comply with department, NCAA, state, and University policies.
• Assists coaches and staff in monitoring use of budgets related to student employment within athletic department.
• Reviews, filters, and approves processes for day-to-day paperwork; processes purchase requisitions, invoice processing, deposit summaries, recurring vouchers, blanket purchase orders and managing expense reporting, along with all types business operations forms in collaboration with the university's business and finance offices.
• Supervises, plans, directs, and assigns work of assigned student staff; makes hiring and disciplinary decisions; provides feedback on performance and approves timesheets.
• Assists with scheduling and planning of special meetings and campus visits for special events.
• Create, update, apply and uphold departmental policies, procedures, and guidelines in collaboration with staff, promoting consistency, professionalism, and a positive work environment.
• Serve as the primary front office contact by answering and routing phone calls, welcoming visitors, responding to routine inquiries, and providing general administrative support.
• Maintain inventory and stocking of athletic department stationery, office supplies and maintains copier and copier supplies.
• Processes and distributes departmental incoming and outgoing mail on a daily basis, including outgoing Federal Express shipments.
• Monitors and submits work orders for furniture, maintenance and housekeeping issues relating to all Athletic dept. buildings and outdoor spaces, including follow-up.
• Maintains department program office files and follow-up with programs according to administrative checklists for pre-season, in-season and end-of-season.
• Performs other related duties and special projects as assigned by the Associate Athletic Director for Internal Operations/SWA and/or the Vice President of Intercollegiate Athletics.

Qualifications guidelines:

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education: Required

High School diploma or GED

Knowledge of budgeting and financial reporting

A valid California Class C CA drivers' license with a good driving record is required. Note: Out-of-state licenses are valid until appointment. A valid California Class "C" driver's license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).

Preferred

Knowledge and understanding of athletics and how it integrates within a University system.

Experience working with travel companies (charter bus, flight, and vehicle rentals).

Knowledge of Emburse/Chrome River; The Juice; TeamWorks, or related platforms.

Accounting, business administration, or similar bachelor's degree.

Knowledge and Skills:

Communicate effectively and follow instructions, both verbally and in writing.

Aptitude to learn new and evolving technology and recommend ways to improve position's efficiency.

Excellent technical, analytical, and problem-solving skills.

Excellent organizational skills, attention to detail, proactiveness and independent judgement.

Ability to operate standard office equipment.

Proficiency in Microsoft Office software including Excel, Word, PowerPoint, and Outlook.

Ability to recommend appropriate courses of action within established guidelines.

Ability to foster strong, positive relationships and align both internal and external resources to achieve University objectives.

Ability to exercise discretion and work with confidentiality.

Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements/Working Conditions:

Working Conditions: Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings.

Physical Demands: Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings, conduct work and make deliveries; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; climb stairs; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

To apply: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call View phone number on click.appcast.io. If you are unable to complete an application due to a disability, contact us at View phone number on click.appcast.io to ask for accommodation or an alternative application process.

Background check: Employment is contingent upon successful completion of a criminal background check. Offers are conditional and may be rescinded if disqualifying information is found or if information was withheld or falsified. Current employees may be affected if the check is not satisfactorily completed.

Driver's license: Certain positions require a valid driver's license and enrollment in the DMV Government Employer Pull Notice Program to verify license status and driving record.

Physical/Psychological exams: Select positions (e.g., Public Safety, Facilities, Student Affairs, Athletics, ITS) require a pre-employment physical exam, including the ability to lift 50+ lbs. Public Safety Officers must also pass a psychological evaluation.

For more information visit Human Resources (redlands.edu)

Submission of a resume or application indicates agreement that the university may verify any and all information contained therein.

Members of underrepresented groups are encouraged to apply. An equal opportunity employer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.