Department: Univ Athletics - Admin
Salary/Grade: EXS/5

Job Summary:

Department: Univ Athletics - Admin
Salary/Grade: EXS/5

Job Summary:

The Assistant Director of Business Operations reports to the Director of Business Operations and has responsibilities in the Business Office and Human Resources area administering operational, financial, & business functions in support of the Department of Athletics & Recreation, including oversight of designated areas and special projects as assigned.  In addition, this position is responsible for providing day-to-day oversight of administrative and operational functions for institutional athletic camps/clinics, ensuring compliance with NCAA, Big Ten and institutional rules in the areas of camps/clinics, local sports clubs, off-campus recruiting, and other assigned areas.

*Willingness and ability to work a non-traditional schedule including evenings, weekends and holidays as required. *

*Note:  Not all aspects of the job are covered by this job description.

Specific Responsibilities :

·        Ensure prompt and accurate processing of purchase order requests, vendor and contracted services payments, reimbursements, and other accounting transactions; researching errors/delayed transactions. Review & reconcile actual expenses to budget per NU Audit guidelines.

·        Prepare various accounting and financial reports. Create spreadsheets, reports, charts, etc. based on information compiled from various sources. Determine format, elements, trends, etc.; Assist in balancing accounts at close of fiscal year. 

·        Create and reconcile cash advances for purposes including team travel and official recruiting visits. Assist with periodic travel billing reconciliation.

·        Review, copy, and file revenue deposits and journals.

·        Assist with travel arrangements with the Department’s travel management company, Anthony Travel, as well as with local hotels and transportation providers.

·        Assist with management of fleet vehicles

·        Provide office administrative support including filing paperwork, and ordering and maintaining office stock supply levels.

·        Ensure compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures. Instruct and advise coaches and staff on appropriate courses of action in regards to inquiries concurrent with University policies and procedures, as well as NCAA rules and regulations. Follow through on coach and staff requests and discuss appropriate actions with supervisor, as needed.

·        Provide excellent customer service in person, by phone, and by e-mail to coaches, staff, and other constituents. Train new employees in University financial system, as well as correct use of forms for travel and purchasing. Provide technical support for coaches and staff with computers and the University’s financial systems.

·        Maintain working relationships with other University accounting and budgeting departments such as Accounts Payable, Treasury Operations, Accounting Services, Financial Systems, and Purchasing.

·        Oversee all sports camps/clinics and local sports clubs, tournaments and any other athletic events that are not part of the usual varsity, intramural, or University club sport scheduling. Responsibilities include, but are not limited to:

o   Develop and maintain athletic camp/clinic policies and procedures to promote compliance with Department, Institution, Big Ten Conference and NCAA rules regarding camps/clinics.

o   Approve all camps/clinics and review all processes to ensure camps/clinics are NCAA-compliant, as well as NU-compliant.

o   Maintain camp records for insurance audits and claims; including managing insurance policies such as liability and worker’s compensation insurance. 

o   Coordinate annual camp meetings.

o   Coordinate administrative processes necessary for camps/clinics with departments within Athletics including Facilities & Operations, Equipment Services, Sports Medicine, Marketing, Athletic Communications, and Compliance.

o   Assist with securing contractual agreements for housing, facilities, and transportation, as needed

o   Approve off-campus recruiting activity for coaches, including outside camps/clinics employment, speaking engagements, and other areas, as assigned.

o   Initiate and maintain background check records for all camps/clinics staff personnel; review and approve all staff hired to work camps/clinics.

o   Act as a liaison between NUDAR and on-campus departments such as the Office of Conference Planning and Office of Risk Management for camps/clinics.

·        Responsible for adhering to all Department and University policies and procedures, as well as the rules, regulations, bylaws and interpretations of the Big Ten Conference and the NCAA.

·        Responsible for adhering to all Department and University continuing education initiatives and required certifications and trainings.

Miscellaneous

Performs other duties as assigned.

Minimum Qualifications:

·        Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience. 

Minimum Competencies: (Skills, knowledge, and abilities.)

·        Working knowledge of Microsoft Office programs

·        General computer knowledge and the ability to quickly learn new applications.

·        Ability to successfully handle a variety of tasks, prioritize and complete an often-heavy workload.

·        Demonstrated customer focus.

·        Excellent and effective written and oral communication skills

·        Understanding of accounting concepts, including processing, tracking and reconciliation; strong analytical skills

·        Ability to meet deadlines and work independently

Preferred Qualifications:

·        1 year administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience preferred.

·        Valid driver’s license required

Preferred Competencies: (Skills, knowledge, and abilities)

·        Must be able to demonstrate initiative and attention to detail

·        Experience in collegiate athletics as a participant, coach, or administrator preferred.

·        Knowledge of rules and regulations of the NCAA, Big Ten Conference and Northwestern University preferred.

·        Ability to work cooperatively with others and effectively interact with diverse populations.

·        Ability to establish engaging relationships within and across racialized and other marginalized communities.

_ Benefits: _
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/b...to learn more.

_ Work-Life and Wellness: _
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/b...to learn more.

_ Professional Growth & Development: _
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/l..._to learn more . _

Target hiring range for this position will be between $49,850-$52,000 per year. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.

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