Assistant Athletic Director for Business Operations & Administration

Department
Office of Athletics - Operations

Job Posting Title
Assistant Athletic Director for Business Operations & Administration

Job Description

The successful candidate has a blend of financial expertise, compliance, personnel, and risk-management awareness, and has the capacity to lead in a dynamic, collaborative, and fast-paced environment. High level of integrity and accountability, with commitment to the student-athlete experience. Ability to operate with intentionality, collaboration, and with a service and solution-oriented mindset, with the proven ability to lead and manage staff.

The next Assistant Athletic Director for Business Operations & Administration will be able to interpret data and provide decision-support insights to senior leadership, with experience contributing to long-range planning, including facility and operational forecasting. Moreover, will possess the ability to evaluate the "ripple effects" of decisions across teams, the campus, and the community. Experience in assisting with the development of policies, procedures, and systems to ensure financial compliance, audits, and risk management practices, in addition to collaborating with our talented compliance staff as it relates to scholarship distribution and financial aid alignment.


Business Operations:
Responsible for the day-to-day business operations of the Athletics Department. Areas of responsibility include budget, reporting, contracts/guarantees, sports camps, scholarship tracking, travel process and expenditures, official visit expenses, and other relevant compliance assistance that are business-processing in nature, as well as overall business operations support. Performs complex duties that are predominantly attached to a budget and are therefore fiscal in nature. Assists with monitoring budgets throughout each fiscal year and communicating regularly with the Associate and Director of Athletics. Prepares budget reports upon request and assists the Associate Director in developing various reports.

Administration:

Serves as liaison with the Office of Human Resources and is responsible for the hiring and onboarding of student employees and graduate assistants. Moreover, oversight of the onboarding of all new full- and part-time employees with the Athletic Department. Manages Gift-in-Kind/Trade usage throughout the Athletic Department and ensures proper documentation is recorded on all agreements/transactions. Responsible for managing the Athletic Department mailroom to ensure packages are sent out and received in a timely manner, and the room is maintained. Responsible for reconciling and reporting ticket and concession sales. Assists with various Athletic Department events as needed/directed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Issue and reconcile purchasing card statements for multiple employees and research any inconsistencies or issues. Verify invoices received and reconcile these expenditures; ensure that all invoices are paid promptly and respond to inquiries regarding the status of requisitions, POs, or goods and services received. Vendor billing and invoicing. Prepare and process deposits and accounts payable for check requests. Run routine budget reports as needed. Reconcile cash and receipts from ticket sales, concessions, and special events as needed - produce related reports. Post purchases and expenditures to the appropriate accounts. Determine office needs and order as necessary. Assist with various financial reporting, including but not limited to the EADA, NCAA Financial Report, Internal and External Audits, etc. Set up and maintain all fiscal records and documentation for the department or center. Prepare and review invoices, reconcile accounts, oversee collections, and record transactions. Request transfers of money to/from the FHSU Foundation as needed. Manage Gift-in-Kind/Trade usage of the Athletic Department as required. Ensure the Athletic Department mail is sent/received daily. Assist with the planning and oversight of various Athletic Department events as needed/directed. Assist the Associate Director in completing Annual Inventory processes in conjunction with the Business Office. Serve as primary liaison with Human Resources as it relates to hiring, scheduling, and onboarding student employees and graduate assistants. On-board new employees as needed. Assist with the development and implementation of business and administrative policies and procedures, including but not limited to annual review and updates. Manage and supervise full-time, graduate assistant(s), part-time, contracted, and student staff. Respond to questions, calls, and emails professionally and in a timely manner, within program and department policies. Perform other related duties as required or assigned.

QUALIFICATIONS
To perform this job successfully, an individual must possess experience in athletics administration, business operations, or financial management. Strong budgeting, financial reporting, and resource management skills. General knowledge of NCAA and higher education compliance standards. Ability to lead operations, manage staff, and streamline processes. Strong analytical, organizational, and decision-making abilities. Effective communicator with the ability to collaborate across campus and external partners. Proficiency in financial systems, data analysis, and reporting tools.


EDUCATION AND EXPERIENCE
Bachelor's degree in sports management, business administration, finance, accounting, or related field (master's preferred). Progressive experience in athletics administration, business operations, or finance. Experience with financial systems (e.g. Workday) with proficiency in Excel/data analysis tools. Familiarity with travel and expense platforms, inventory systems, and reporting dashboards. Prior experience working within a collegiate athletic department preferred.

PHYSICAL ACTIVITIES
Sit at a desk and use your hands, wrists, and fingers to operate a computer on a regular basis. Listen to and engage with others in meetings and over the phone. Stand and walk around the office and to other campus facilities to perform day-to-day duties. Lift and carry general office supplies and equipment.

ENVIRONMENTAL CONDITIONS
General office conditions: exposed to moderate noise levels, in a fast-paced environment. General athletic event environments that occur both indoors and outdoors in variable conditions.

Application Deadline: Review of applications will begin immediately and continue until the position is filled.


Benefits : To review our competitive benefit package, please visit FHSU Benefits.

Application Process : To apply for this position, please visit FHSU Careers. Only electronic applications submitted through the webpage will be accepted.

Required Application Documents: Applicants must submit a cover letter, resume, and names and contact information for three professional references.

Community of Hays

FHSU is located in Hays, a vibrant college town of approximately 20,000, located halfway between Kansas City and Denver on Interstate 70. Hays is the regional center for education, health care, professional services, shopping, culture, and recreation for the western half of Kansas. The community boasts excellent recreational programs and facilities, including the comprehensive Center for Health Improvement, Hays Aquatic Park, Smoky Hill Country Club, Hays Municipal Golf Course, and extensive walking, running, and biking trails. Hays is within 45 minutes of two large lakes that offer great opportunities for boating, fishing, and camping. The Hays Municipal Airport provides connecting service to Denver with several flights daily. The Hays community is home to excellent Pre-K and K-12, public and private schools. With over 60 restaurants, major retail outlets, a low unemployment rate, and very short commute times, the city provides a safe, welcoming, low-cost, high-quality living environment for the residents who call "Hays, America" home.

Notice of Non-discrimination: FHSU is committed to providing equal opportunity and access to its educational programs, employment, services, and activities in compliance with federal and state nondiscrimination laws. FHSU prohibits discrimination, harassment, and retaliation on the basis of race, color, national origin, ethnicity, religion, sex (including pregnancy, sexual orientation, and gender identity and expression), age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable law in its programs, activities, admissions, or employment.

Background Check: Final candidate will have consented to and successfully completed a criminal background check.

Notice to KPERS retirees applying for a position: Recent legislation changes working-after-retirement rules for both you and your employer if you go back to work for a KPERS employer. Please contact your KPERS representative or for further information on how this might affect you.