Coordinator of Administrative & Business Operations

Job Description

Job Description

The Coordinator of Administrative and Business Operations plays a critical role in the success of the Athletics Department by providing high-level operational support, managing department-wide initiatives, and ensuring the efficiency of administrative and business processes. This position operates with a high degree of independence, overseeing projects, implementing solutions, and managing personnel within the Administration Pathway, including two student workers.

The ideal candidate will be a proactive problem solver with strong leadership skills, capable of balancing administrative coordination, financial operations, and strategic project management.

Key Responsibilities

Administrative Leadership & Operations

• Independently oversee the Administration Pathway, supervising and mentoring student workers to support department operations.
• Serve as the primary operations liaison between the Athletics Administration and various university departments, staff, and external partners, ensuring seamless communication, coordination and execution on projects.
• Develop and implement administrative processes to improve efficiency and effectiveness across the department.
• Manage and execute high-priority projects and initiatives on behalf of senior leadership, ensuring timely completion and alignment with departmental goals.
• Exercise discretion and independent judgment in handling confidential personnel and operational matters and making administrative decisions.

Executive & Departmental Support

• Provide high-level executive support to the Athletics Director and Deputy Athletics Director, including managing schedules, preparing reports, and coordinating key initiatives.
• Coordinate and execute logistics for department-wide meetings, events, and strategic planning sessions.
• Draft correspondence, presentations, and executive-level materials that contribute to department-wide decision-making.
• Lead efforts on developing, organizing and executing projects that arise from the Administration Office including, but not limited to areas such as Name Image and Likeness (NIL), Human Resources initiatives, Student-Athlete Revenue Sharing, Student Athlete Awards and Recognitions, etc.

Business Operations & Financial Management

• Work independently with the Chief Financial Officer (CFO) to oversee critical business functions, including budget tracking, purchase order management, and financial compliance across the Athletics Department.
• Review and approve expense reports, ensuring adherence to university policies and efficient use of departmental funds.
• Generate, analyze, and present financial and operational reports that support data-driven decision-making for the CFO and the Director of Athletics.
• Lead operational improvements within the Athletics Business Office by implementing streamlined processes and technology-driven solutions.

Qualifications Required

• Bachelor's degree or equivalent combination of education and experience.
• Demonstrated experience in independently managing projects, overseeing personnel, or implementing process improvements.
• Strong organizational skills with the ability to prioritize multiple initiatives and work with minimal supervision.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and financial management tools.
• Excellent verbal and written communication skills, with experience in executive-level correspondence.
• Ability to handle confidential information with professionalism and discretion.

Preferred

• Experience in a business operations or administrative leadership role within collegiate athletics or higher education.
• Familiarity with financial systems, expense management software, and purchasing protocols.
• Knowledge of NCAA regulations and athletics administration processes.

Key Competencies

• Leadership & Initiative - Demonstrates the ability to take ownership of projects, manage personnel, and drive departmental improvements.
• Strategic Thinking - Identifies opportunities for efficiency and develops solutions to enhance administrative and business operations.
• Communication & Collaboration - Engages effectively with internal and external stakeholders to support the department's mission.
• Financial & Operational Acumen - Understands business processes and ensures financial accuracy and accountability.
• Problem-Solving & Adaptability - Approaches challenges with resourcefulness and flexibility, responding to evolving departmental needs.

About Us

The University of Tulsa is a student-centered research university that cultivates interconnected learning experiences to explore complex ideas and create new knowledge in a spirit of free inquiry. Guided by our commitment to service and inclusion, we prepare individuals to make meaningful contributions to our campus, our community, and our world.

The University endeavors to create and nurture an informed and inclusive environment in its workplace and educational programs. Affirmative action and equal employment opportunity are integral parts of the University not just because they are legally mandated, but because we recognize that the present and future strength of the university is based primarily on people and their skills, experience, and potential. The University does not discriminate in access to, or treatment or employment in, its programs and activities on the basis of race, color, age, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, veteran status, disability, genetic information, ancestry, or marital status. The University seeks to recruit, select, and promote students, faculty, and all other employees on the basis of individual merit.