Assistant Athletic Director for Internal Ops

Position Summary

Working closely with the Director of Athletics, coaches, compliance staff, business manager, director of contests and events, and campus partners, the Assistant Athletic Director ensures that department operations are organized, efficient, fiscally responsible, and aligned with Post University policies and NCAA Division II legislation.

The position serves as a central operational resource for coaches and athletics staff, establishing systems and processes that allow coaches to focus on student-athlete development and competitive success.

Essential Responsibilities

1. Department Operations

• Coordinate the day-to-day internal operations of the athletics department.
• Develop, implement, and maintain standardized departmental procedures.
• Coordinate communication among athletics administration, coaches, and campus departments.
• Identify operational inefficiencies and recommend improvements.
• Ensure departmental and institutional policies and procedures are consistently implemented.

Position Summary

Working closely with the Director of Athletics, coaches, compliance staff, business manager, director of contests and events, and campus partners, the Assistant Athletic Director ensures that department operations are organized, efficient, fiscally responsible, and aligned with Post University policies and NCAA Division II legislation.

The position serves as a central operational resource for coaches and athletics staff, establishing systems and processes that allow coaches to focus on student-athlete development and competitive success.

Essential Responsibilities

1. Department Operations

• Coordinate the day-to-day internal operations of the athletics department.
• Develop, implement, and maintain standardized departmental procedures.
• Coordinate communication among athletics administration, coaches, and campus departments.
• Identify operational inefficiencies and recommend improvements.
• Ensure departmental and institutional policies and procedures are consistently implemented.

2. Sport Program Administration

• Provide administrative oversight and support to assigned athletic programs.
• Serve as a primary administrative contact for assigned head coaches.
• Assist coaches with scheduling, travel, purchasing, equipment, facilities, staffing, and other operational needs.
• Monitor program needs and ensure issues are addressed in a timely manner.
• Assist with annual program planning and evaluation.

3. Budget and Financial Operations

• Work with the Director of Athletics and Business Manager to monitor departmental and sport-specific budgets.
• Assist coaches with budget development and financial planning.
• Review purchasing requests and expenditures for accuracy, necessity, and compliance with institutional policies.
• Monitor budget balances and identify potential financial issues.

4. Scheduling and Logistics

• Coordinate department-wide athletic schedules and operational calendars.
• Assist with competition scheduling and facility allocation.
• Coordinate transportation, lodging, meals, officials, security, athletic training coverage, and other competition logistics.
• Establish standardized procedures for home and away competitions.
• Coordinate schedules with campus facilities, academics, public safety, dining services, and other institutional partners.

5. Facilities and Event Operations

• Support game-day operational needs for home contests.
• Develop and maintain event-management procedures.

6. Equipment and Inventory Management

• Coordinate equipment needs with Director of Equipment Ops and athletic staff.
• Assist with procurement and disposal of athletic equipment.

7. Compliance and Risk Management Support

• Work collaboratively with the Compliance Office to ensure operational practices support NCAA Division II, conference, and institutional requirements.
• Ensure coaches and staff understand operational policies that have compliance implications.
• Assist with required documentation and departmental processes.
• Immediately communicate potential compliance, safety, or operational concerns to appropriate administrators.

8. Human Resources and Staffing Support

• Assist the Director of Athletics with the recruitment, onboarding, and orientation of athletics department staff.
• Coordinate administrative processes related to coaches, graduate assistants, interns, student workers, and other athletics personnel.
• Maintain departmental staffing records and organizational information.
• Assist with performance-management processes and annual staff evaluations.
• Promote consistent expectations and professional standards throughout the department.

9. Policy and Procedure Development

• Develop and regularly review athletics department policies and standard operating procedures.
• Communicate policies clearly to coaches and staff.
• Monitor implementation and recommend revisions when necessary.

10. Coach Oversight

• Provide day-to-day operational leadership and support to head and assistant coaches across assigned programs.
• Serve as the primary escalation point for coaching, staffing, scheduling, student-athlete, and program operations issues.
• Coordinate with compliance, academics, sports medicine, facilities, and athletics administration to support effective program execution.
• Monitor coaching operations to ensure consistency with departmental expectations, institutional policies, and NCAA requirements.
• Conduct regular check-ins with coaches to identify needs, resolve issues, and maintain accountability across programs.

NCAA and Conference Responsibilities

• Maintain working knowledge of NCAA Division II and conference legislation applicable to departmental operations.
• Support the department’s commitment to NCAA Division II philosophy and student-athlete development.
• Participate in NCAA, conference, and institutional educational opportunities.
• Work collaboratively with the Faculty Athletic Representative and Compliance Office.

Leadership Expectations

The Assistant Athletic Director for Internal Operations is expected to:

• Lead through organization, accountability, communication, and service.
• Establish clear expectations and deadlines.
• Maintain confidentiality and exercise sound professional judgment.
• Build effective relationships with coaches, staff, student-athletes, faculty, and campus partners.
• Address operational problems proactively rather than reactively.
• Promote consistency and fairness across all athletic programs.
• Model professionalism and ethical decision-making.
• Contribute to a positive, student-athlete-centered department culture.

Required Qualifications

• Bachelor’s degree from an accredited institution.
• Minimum of 3–5 years of professional experience in intercollegiate athletics or a related administrative environment.
• Working knowledge of NCAA Division II athletics.
• Demonstrated experience in athletics administration, operations, budgeting, scheduling, or program management.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple priorities and deadlines.
• Demonstrated ability to work collaboratively with coaches, administrators, faculty, and campus partners.
• Proficiency with Microsoft Office or comparable productivity and administrative software.

Full time

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