Athletics Compliance and Game Operations Coordinator

Athletics Compliance and Game Operations Coordinator

Job Category Fulltime Regular

ExemptOvertimeEligible Overtime Eligible

Benefits Eligible Benefit Based

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Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

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Job Summary

The Caltech Department of Athletics, Physical Education and Recreation is an NCAA Division III member institution dedicated to administering its 16 intercollegiate athletic programs in a safe, effective, and ethical manner. Central to our mission is the holistic education and development of our scholar-athletes. This position serves a critical coordinating, facilitation, and monitoring function within the department, ensuring that coaches and programs operate collaboratively and responsibly in accordance with the rules and spirit of the NCAA, SCIAC, Institute, and applicable state regulations.

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Athletics Compliance and Game Operations Coordinator

Job Category Fulltime Regular

ExemptOvertimeEligible Overtime Eligible

Benefits Eligible Benefit Based

Apply Now

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

---

Job Summary

The Caltech Department of Athletics, Physical Education and Recreation is an NCAA Division III member institution dedicated to administering its 16 intercollegiate athletic programs in a safe, effective, and ethical manner. Central to our mission is the holistic education and development of our scholar-athletes. This position serves a critical coordinating, facilitation, and monitoring function within the department, ensuring that coaches and programs operate collaboratively and responsibly in accordance with the rules and spirit of the NCAA, SCIAC, Institute, and applicable state regulations.

This is an Essential Reporting position. In the event of a campus emergency, employees designated as Essential Reporting possess critical job skills necessary for emergency response and recovery and are expected to report to campus as soon as possible.

Essential Job Duties

The Athletics Compliance and Game Operations Coordinator is responsible for cultivating and sustaining a culture of compliance within the Caltech Department of Athletics, with a focus on NCAA rules education, implementation, and monitoring. This role also contributes to the operational management of athletic events and contests. Responsibilities include, but are not limited to:

NCAA Compliance & Rules Education:

• Assist in fostering a compliant departmental environment through consistent rules education and implementation.
• Oversee the NCAA and SCIAC rules education program, including facilitating quarterly staff meetings and maintaining up-to-date resources for all department personnel.
• Conduct rules interpretation and monitoring using LSDBi and other applicable resources; administer annual staff rules assessments.
• Assist the Director with the submission of mandatory NCAA membership certifications and requirements, including the sport sponsorship survey, coaches’ rules test, compliance certification, Title IX attestation, graduation rate report, financial aid report, annual convention attendance, regional rules seminar, and EADA report.
• Curate and maintain an annual compliance binder containing all NCAA reports and requirements, season declarations, certified student rosters, approved waivers, and other regulatory documentation.

Student-Athlete Eligibility & Academic Oversight:

• Coordinate and certify student-athlete eligibility on a continuous basis throughout each academic term.
• Maintain and update the student-athlete eligibility database, ensuring all required affirmations and educational requirements are completed in a timely manner.
• Manage the student-athlete master roster in coordination with head coaches, including initial roster entry in Exeter, ongoing coordination with the Registrar’s Office, daily 36-unit enrollment reporting, add/drop enrollment review, academic good standing review, and compliance with FERPA and HIPAA regulations.
• Monitor full-time enrollment status for all student-athletes on a daily basis; withhold eligibility as required.
• Track student-athlete satisfactory academic progress (SAP); coordinate with the Registrar’s Office and coaching staff to ensure timely follow-up and appropriate action.
• Administer the student-athlete special circumstances waiver process.
• Develop and maintain the student-athlete handbook; ensure annual updates are reflected on department websites and that student-athletes affirm receipt each year.

Playing & Practice Season Administration:

• Coordinate the structure of playing and practice seasons in compliance with all applicable NCAA and SCIAC regulations.
• Assist head coaches in preparing playing and practice season declarations prior to the start of each season.
• Administer season modifications through the SCIAC portal and internal department processes.
• Manage change requests and ensure timely, accurate communication with all relevant stakeholders.

Recruitment Compliance:

• Support compliant recruitment activities by monitoring departmental practices and maintaining accurate, complete records.
• Collect and review monthly recruitment activity logs submitted by coaching staff.
• Verify compliance of and actively monitor all department-affiliated camps and clinics.

Game & Event Operations:

• Coordinate intercollegiate practice and game operations across all sports programs.
• Manage an effective game management program, carrying a minimum 25% share of overall game management responsibilities.

Other duties as assigned may include responsibilities related to teaching, coaching, athletic training, sports information, external relations, and other related functions. This position description reflects the primary scope of responsibilities and is not exhaustive. The Athletics Compliance and Game Operations Coordinator is expected to be a collaborative team member whose role may evolve over time.

Basic Qualifications

Education:

• High School Diploma with a minimum of 2 years of relevant work experience or a Bachelor's degree.

Experience:

• Minimum of 2 years of directly applicable or commensurate experience in athletics administration, compliance, or a closely related field.
• Demonstrated knowledge of NCAA Division III rules, regulations, and procedures.

Skills & Competencies:

• Excellent interpersonal, written, verbal, and nonverbal communication skills.
• Strong proficiency in general computer applications, software platforms, and database management systems.
• Proven ability to manage multiple priorities effectively while working both independently and within a collaborative, team-oriented environment.
• Highly organized, with the flexibility to adapt to shifting priorities and consistently meet deadlines.
• Unimpeachable personal integrity and a demonstrated commitment to ethical and legal standards.
• Ability to work effectively with a diverse constituency, including students, staff, faculty, alumni, and community members.
• Demonstrated ability to build positive relationships across all levels of the organization through sound problem-solving and constructive conflict resolution.
• Commitment to modeling a positive professional demeanor consistent with departmental values.

Physical Requirements:

• Must be able to lift up to 50 lbs. on a regular basis.
• Position requires regular physical activity, including event setup, equipment transport, and other hands-on duties throughout the workday.

Preferred Qualifications

Education:

• ### Bachelor’s degree in Athletic Administration, Sport Management, or a related field.

Experience:

• Collegiate playing or coaching experience.
• Prior budgetary or fiscal management responsibility.

Additional Skills:

• Proficiency in general facilities maintenance or related handyman skills.

Required Documents

• Resume

Hiring Range

$24.25 per hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefitsand staff perks.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at employment@caltech.edu.

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at employment@caltech.edu.

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