Athletics Compliance Specialist (Pay Band A or Pay Band B)

EXPIRED

Description

Title: Athletics Compliance Specialist (Pay Band A - Assistant Compliance Coordinator or Pay Band B - Assistant Compliance Director)
Position Number: 0078547, 0081890
Hiring Unit:   Athletics Department
Location: UH at Manoa
Date Posted:  November 16, 2023

Description

Title: Athletics Compliance Specialist (Pay Band A - Assistant Compliance Coordinator or Pay Band B - Assistant Compliance Director)
Position Number: 0078547, 0081890
Hiring Unit:   Athletics Department
Location: UH at Manoa
Date Posted:  November 16, 2023
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Band: A or B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Permanent
 
Other Conditions:   Pending position clearance.  Filling two (2) positions.   Continuous recruitment until programmatic needs are met.  For best consideration, review of application to begin December 1, 2023.
 
   Pay Band A - Duties and Responsibilities  

1. *Under the direction of the Assistant Athletics Director for Compliance and Eligibility, the incumbent provides NCAA compliance support to the Athletics Compliance Department.
2. *Assists in evaluating and maintaining accurate student-athlete eligibility and participation records.
3. *Assists with updating and maintaining Recruiting and Compliance Systems (ARMS) and monitor the recordkeeping of recruiting activities of coaching staff  (e.g. contact and evaluation logs, phone logs and countable activity logs) ensuring compliance with NCAA rules and regulations.
4. Assist with NCAA Bylaw 17, Playing and Practice Seasons, including but not limited to countable athletically related activities (CARA), time management plan (TMP), scheduling and Sports Sponsorship.
5. *Assists with distribution of educational information/materials to coaches, student-athletes, boosters and the general community on NCAA rules and regulations.
6. *Assists with the Department's drug education and testing program in a professional and accurate manner (i.e. schedule appointments, record and file laboratory and University forms). 
7. *Assists with data entry of reports for the Department, Institution, affiliated Conferences and the NCAA as requested.
8. *Assists in the initial eligibility certification process and in the transcript evaluation process for prospective incoming freshmen and transfer student-athletes.
9. *Assist in updating and maintaining all NCAA squad list documents in the NCAA Compliance Assistant internet software.
10. *Assist in working with the Athletics’ Webmaster with managing the Compliance section of the UHM Athletics website and ensuring that all information are accurate and current.
11. *Responds to inquiries related to compliance.  Consult with Assistant Athletic Director of Compliance and Eligibility for complex matters.
12. *Coordinates ordering and disseminating of compliance forms and manuals to coaches and staff.
13. *Assist with managing ARMS software processes. Assist with creating, maintaining and updating all workflows in ARMS. Review data for accuracy, review processes, troubleshoot and identify areas of improvement.
14. *Assist with coordinating and facilitate training session for employees and student-athletes on the use of ARMS. Ensures that users are aware of the importance of accurate and timely data entry and compliance.
15. *Review and identify policies and procedures that may be incorporated in ARMS and may propose policy/procedures updates and/or changes to the Assistant Athletics Director of Compliance/Eligibility.
16. *Assist Assistant Athletics Director of Compliance/Eligibility with updating forms and documents to ensure compliance for NCAA rules and regulations.
17. *Assist with planning efficient ways to develop ARMS software to better serve the UHMAD (e.g. data collection, expedite processing of forms, distribution of policies/procedures, camp proposals, etc…) while ensuring compliance with UH policies and procedures, Conference and NCAA rules and regulations.
18. *Assist with handling issues related to ARMS, identify the problem, and formulate a plan on resolving the issues. Implement preventive and proactive measures to minimize future issues and challenges with ARMS.
19. *Assist with various compliance related activities that may occur during nights, weekends and holidays to meet programmatic needs.
20. Responsible for performing the duties of a Campus Security Authority as defined by University policy and federal law with regards to the Clery Act.
21. Maintain a collaborative and positive working relationships with administrators, coaches, student-athletes, boosters and other college offices, and appropriate relationships with other individuals interested in the Athletics Department.
22. Maintains confidentiality to include but not limited to information, files and records that the incumbent may obtain or possess, in accordance with federal and state laws and University of Hawaii policies.
23. Know, recognize, and comply with the laws, policies, rules, and regulations governing the University of Hawaii and its employees, and the rules of the NCAA and affiliated conferences as now constituted or as may be amended in the future. Immediately advises the Director of Athletics or designee if there is reasonable cause to believe violations, whether by employees, students, or others have occurred or will occur.

24. Other duties as assigned. *Denotes Essential Functions
      
      Pay Band A – Minimum Qualifications  

25. Possession of a baccalaureate degree in arts and sciences, business administration, education or related field and 0 year(s) of progressively responsible professional experience with responsibilities for NCAA compliance administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

26. Functional knowledge of principles, practices and techniques in the area of intercollegiate athletics demonstrated by knowledge, understanding and ability to apply concepts, terminology.

27. Functional knowledge and understanding of principles, theories, federal and state laws, rules regulations and systems associated with intercollegiate athletics.

28. Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of intercollegiate athletics.

29. Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.

30. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

31. Demonstrated ability to operate a personal computer and apply word processing software and spreadsheet processing software

32. Some experience in NCAA intercollegiate athletics.

33. Some knowledge of NCAA rules and regulations.

34. Ability to work effectively under pressure, with frequent interruptions, and remain flexible in handling several concurrent projects with competing deadlines.

35. Demonstrated ability to exercise discretion and sound analyses to a variety of administrative support, program management or related issues.

36. Ability to handle confidential information with a high level of tact, discretion, and diplomacy.

37. Demonstrated ability to pay attention to details.

38. Ability to work a flexible schedule depending on programmatic needs. Pay Band A - Desirable Qualifications

39. Master's degree in Sports Management, Juris Doctorate degree or related field.

40. Experience with NCAA intercollegiate athletics compliance.

41. Experience in ARMS software.

42. Demonstrated commitment to valuing diversity, understanding and working effectively in multicultural societies, similar to Hawaii, contributing to an inclusive environment. Pay Band B - Duties and Responsibilities  

43. *Under the direction of the Assistant Athletics Director for Compliance and Eligibility, the incumbent provides NCAA compliance support to the Athletics Compliance Department.

44. *Monitors, updates and maintains the Recruiting and Compliance System consisting of recruiting activities of coaching staff.

45. *Reviews, analyzes and ensures recruiting activities are in compliance with NCAA rules/regulations and proper practices are implemented/enforced.

46. *Identifies, investigates and resolves and/or recommends resolutions for any NCAA violation or potential NCAA violations.

47. *Advises and educates coaches, student-athletes, boosters and the general community on NCAA rules and regulations.

48. *Maintains current records regarding interpretation and procedures of affiliated conferences and NCAA. Makes necessary changes to record keeping practices and documentation of athletic activities to ensure continued compliance.

49. *Tracks NCAA and affiliated Conference legislative changes and interpretations of the rules and performs analysis of the application of rules as intended. Communicates pertinent changes to the department of new and/or upcoming changes in institutional NCAA and affiliated conference rules and regulations.

50. *Provides rules clarifications and interpretations to department staff as requested. Develops and organizes a system for dissemination and documentation of information to further institutional control.

51. *Responsible for all aspects of NCAA Bylaw 17, Playing and Practice Seasons, including but not limited to countable athletically related activities (CARA), time management plan (TMP), scheduling and Sports Sponsorship. Interprets NCAA Bylaw 17 to coaches, advises and independently answers inquiries and resolves issues to ensure compliance.

52. *Reviews for compliance the National Letter of Intent documents received from student-athletes and/or coaches and uploads relevant information in the National Letter of Intent portal.

53. *Coordinates with the Assistant Athletics Director for Compliance and Eligibility the department's drug education and testing program for student-athletes in a professional and accurate manner (i.e. schedule appointments, record and file laboratory and University forms). Must be able to work a flexible schedule depending on programmatic needs.

54. *Assists in the initial eligibility certification process and in the transcript evaluation process for prospective incoming freshmen and transfer student-athletes.

55. *Responsible for updating and maintaining all NCAA squad list documents in the NCAA Compliance Assistant internet software. 

56. *Updates and maintains all eligibility spreadsheets; responsible for obtaining all eligibility tracers, transfer credits and other transfer eligibility as needed.

57. *Responsible for writing and submitting waivers to NCAA for Amateurism purposes. 

58. *Prepares reports for the Department, Institution, affiliated Conferences and the NCAA (e.g. progress toward degree reports, initial eligibility waiver reports, Equity in Athletics Disclosure Act reports). 

59. Recommends to Assistant Athletics Director new training programs, changes in departmental procedures or documentation of activities to ensure compliance with the most current NCAA rules and regulations.

60. *Manages ARMS software processes. Creates, maintains and updates all workflows in ARMS. Reviews data for accuracy, reviews processes, troubleshoots and identifies areas of improvement. 

61. Coordinates and facilitates training sessions for employees and student-athletes on the use of ARMS. Ensures that users are aware of the importance of accurate and timely data entry and compliance.

62. *Reviews and identifies all updates to policies and procedures are up to date in ARMS and proposes policy and procedure updates and/or changes to the Assistant Athletics Director of Compliance/Eligibility. 

63. *Responsible for handling issues related to ARMS, identifying the problem, and formulating a plan on resolving the issues. 

64. *Responsible for communication with ARMS software company. Serves as main point of contact for all ARMS issues including workflow and system issues.

65. Works with the Athletics' Webmaster with managing the Compliance section of the UHM Athletics website and ensuring that all information are accurate and up-to-date.

66. Updates forms and documents to ensure compliance for NCAA rules and regulations under the direction of the Assistant Athletics Director.

67. Assist with managing the student-athlete guest tickets gate for all sports with admission. May include work at nights, weekends and/or holidays.

68. Responsible for performing the duties of a Campus Security Authority as defined by University policy and federal law with regards to the Clery Act.

69. Maintains a collaborative and positive working relationships with administrators, coaches, student-athletes, boosters and other college offices, and appropriate relationships with other individuals interested in the Athletics Department.

70. Maintains confidentiality to include but not limited to information, files and records that the incumbent may obtain or possess, in accordance with federal and state laws and University of Hawaii policies.

71. Knows, recognizes, and complies with the laws, policies, rules, and regulations governing the University of Hawaii and its employees, and the rules of the NCAA and affiliated conferences as now constituted or as may be amended in the future.

72. Immediately advises the Director of Athletics or designee if there is a reasonable cause to believe violations, whether by employees, students, or others have occurred or will occur.

73. Other duties as assigned. *Denotes Essential Functions
       
       Pay Band B - Minimum Qualifications  

74. Possession of a baccalaureate degree in arts and sciences, humanities, social sciences, natural sciences, business administration, education or related field and 3 year(s) of progressively responsible professional experience with responsibilities for NCAA compliance administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

75. Considerable working knowledge of principles, practices and techniques in the field of NCAA Compliance as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.

76. Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with intercollegiate athletics.

77. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.

78. Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.

79. Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.

80. Demonstrated ability to operate a personal computer and apply word processing software, and spreadsheet processing software.

81. For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, manage employee relations.

82. Some experience with NCAA Division I compliance administration.

83. Knowledge of NCAA rules and regulations in the areas of eligibility, amateurism, financial aid and recruiting, playing and practice seasons.

84. Must be able to work a flexible schedule depending on programmatic needs.

85. Demonstrated ability to work effectively under pressure, with frequent interruptions, and remain flexible in handling several concurrent projects with competing deadlines.

86. Demonstrated ability to handle sensitive and confidential information.

87. Demonstrated ability to exercise discretion and sound analyses to a variety of administrative support, program management or related issues.

88. Demonstrated ability to handle confidential information with a high level of tact, discretion, and diplomacy.

89. Demonstrated ability to pay attention to details and strong organizational skills.

90. Demonstrated ability to effectively communicate with coaches, administrators, student-athletes, parents, faculty, staff, and high school staff members.

91. Demonstrated ability to educate and interact with staff, coaches, student-athletes, university community and the general public.

92. Ability to work a flexible schedule depending on programmatic needs.  Work includes weekends, evenings, holidays, and the requirements to attend sporting events. Pay Band B - Desirable Qualifications   

93. Master's degree in Sports Management, Juris Doctorate degree or related field.

94. Experience in ARMS software.

95. Demonstrated commitment to valuing diversity, understanding and working effectively in multicultural societies, similar to Hawai`i, contributing to an inclusive environment. To Apply:   Click on the “Apply” button on the top right corner of the screen to complete an application and attach 1) cover letter indicating which position(s) you are interested in and how you satisfy the minimum and desirable qualifications 2) resume, and 3) names of 3 professional references (include title, email and phone number).
        
      Inquiries:   Wilverto Tavarez, Assistant Athletics Director for Compliance and Eligibility, tavarez@hawaii.edu

EEO/AA, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.  For more information or inquiries regarding these policies, please refer to the following link: http://www.hawaii.edu/offices/eeo/eeo-coordinators/

Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/c..., or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.

In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status. 

Accommodation Request:  The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).  Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.  Determination on requests for reasonable accommodation will be made on a case-by-case basis.  For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/ac...