Athletic Operations Program Manager I

Department:

Location:

Belknap Campus

Time Type:

Department:

Location:

Belknap Campus

Time Type:

Full time

Worker Type:

Regular

Job Req ID:

R105046

Minimum Requirements:

Bachelor's Degree in related field with 4 (four) – 6 (six) years of related experience, or an equivalent combination of education and experience. Grade 6 (Salaried)

Position Description:

The Athletic Operations Program Manager I (Director Track & Field Operations & Academic Services) directs the day-to-day operations of the University of Louisville Men’s & Women’s Track & Field/Cross Country program. This includes team travel, home meet management, purchasing, incidental and occasional meals, special events, marketing, social media, community service, internal communications, external communications, relationships with alumni and parents, and assistance with matters pertaining to compliance and recruitment. The Director Track & Field Operations & Academic Services will also have oversight of academic advising and counseling for the University of Louisville Men’s & Women’s Track & Field/Cross Country program. This includes areas of course selection, registration procedures, degree requirements, career planning, University resources, and other related topics associated with academic performance and overall student development for assigned student-athletes. This position requires consistent and open communication with coaches and staff and a thorough understanding of the NCAA, ACC, and University guidelines and regulations. This position reports to the Head Coach and Sport Administrator for Track & Field/Cross Country Coach.

JOB RESPONSIBILITIES

• Meet/Event Responsibilities: Execute and disseminate all meet/event contracts; coordinate travel, payment, and communication with all meet/event hosts/sites; serve as point of contact for visiting teams. Coordinate meet/event day operations with marketing, facilities, sports information, and meet/event management staff when applicable.

• Coordinate all team travel and coaches' travel. Execute all vendor contracts related to team travel: hotels, team meals, transportation, etc.

• Assist with coordination of recruiting visits (e.g., meals, hotel, activities, tours)

• Provide day-to-day administrative support to the Track & Field/Cross Country program (e.g., pro card transactions, submit travel vouchers, purchasing, etc.)

• Serve as primary point-of-contact to the Athletic Business Office. Responsible for all pro-card reconciliations, travel reimbursements, purchase orders, monthly budget reconciliations, accounts receivable, disbursements, etc.

• Reconcile, project, and monitor team budget.

• Assist with coordination of team operations: meetings, schedules, and practice times.

• Travel with team at discretion of the Head Coach.

• Serve as liaison to Athletics Compliance; promote an atmosphere of compliance within the program through strict adherence to NCAA, ACC and university rules and regulations through monitoring of program activities, active involvement and commitment to continuous rules education, timely submission of compliance-related documents, and immediate reporting of any knowledge of potential rules violation involving self or others.

• Assist in sports information, marketing, and social media operations of the program.

• Coordinate all special events for the team (Team Banquet, Alumni Gatherings, etc.)

• Manage sport-specific donor club and serve as point of contact for club.

• Manage alumni database and communicate regularly with alumni to increase engagement.

• Utilize TEAMWORKS software for team communication.

• Assist in coordination of coaching staff to meet required compliance paperwork deadlines.

• Coordinate all required paperwork for incoming student-athletes and assist in admissions process (National Letter of Intent, NCAA eligibility certification & clearinghouse, campus housing liaison, university admissions process)

• Manage gear ordering, distribution, and tracking through equipment manager.

• Oversee and coordinate academic services provided to Track & Field/Cross Country student-athletes.

• Provide academic oversight and identify educational strategies to holistically support student-athletes.

• Maintain detailed and accurate student records for initial and continuing eligibility purposes.

• Update and track periodic academic progress utilizing degree progress reports and tracking folders.

• Communicate academic policies and procedures as well as NCAA, ACC, and institutional eligibility requirements to student-athletes, coaches, and athletics personnel.

• Attend scheduled academic update meetings with coaching staff to share detailed academic progress for Track & Field/Cross Country student-athletes.

• Serve as the academic representative for Track & Field/Cross Country for on-campus recruiting operations.

• Be available to work evening and weekend hours and travel, if needed.

• Other duties as assigned by the Head Coach and Sport Administrator for Track & Field/Cross Country Coach.

PREFERRED QUALIFICATION

• Experience with Indoor and/or Outdoor Track & Field Meet Management

• Experience coordinating official & unofficial visits.

• Experience coordinating competition officials & volunteers.

• Sport-specific knowledge

• Experience working in collegiate athletics.

• Effective administrative/organizational skills and ability to prioritize time-sensitive tasks and projects according to deadlines.

• Effective verbal, written, and interpersonal communication skills with ability to interact effectively and tactfully with all members of the University community.

• Working knowledge of Microsoft Office

• Knowledge of NCAA rules and regulations

• Previous experience in intercollegiate academic counseling or student services setting.

• Previous experience working with diverse populations and proven ability to work in a University setting.

The Athletic Department is committed to creating equitable and inclusive campus environments that accelerate the success of the full range of our students and employees. We believe that employees who feel valued and respected will create policies, programs, practices, research agendas, and services to effectively meet the needs and exceed the expectations of the increasingly diverse student populations we admit and hope to serve.

Compensation will be commensurate to candidate experience.

Equal Employment Opportunity

The University of Louisville is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard torace, sex, age, color, national origin, ethnicity, creed, religion, disability, genetic information, sexual orientation, gender, gender identity and expression, marital status, pregnancy, or veteran status. If you are unable to use our online application process due to an impairment or disability, please contact the Employment team atemployment@louisville.eduor 502.852.6258.

Assistance and Accommodations

Computers are available for application submission at the Human Resources Department located at 215 Central Avenue, Ste 205 - Louisville, Kentucky 40208.

If you require assistance or accommodation with our online application process, please contact us by email atemployment@louisville.eduor by phone 502-852-6258.