Director of Athletic Business Operations

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community— an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found Notice of Non-Discrimination (PDF document)

Overview

Receive and record all expense related items, including accounts payable, reimbursements, credit card transactions, non-gift deposits, and journal vouchers, while also assisting in financial day-to-day management by performing advanced financial functions to include new hire orientation and assisting with monthly reporting/reconciliation and year-end closing/audit support.

Duties and Responsibilities

1. Perform all day-to-day financial accounting duties of the Athletic business office, including but not limited to, purchase order requisitions, accounts payable vouchers, journal vouchers, and non-gift deposits in accordance with acceptable accounting standards. Review and reconcile college credit card logs and monthly transactions and ensure submission in a timely manner. Provide training and reminders as needed. Manage and process payments for all game day event workers, including ensuring all vendor information is submitted to accounts payable, collect and condense game day worker reports from all supervisors, review all submissions for overall accuracy, and submit monthly. (35%)
2. Reconcile and audit ticket revenue to ensure accuracy when submitting monthly report to Financial Services. In conjunction with the Ticket Office staff, research and correct any errors or inconsistencies in the reporting, and provide additional information needed for audits. Manage and reconcile the NCAA Student-athlete Opportunity Fund, Student Assistance Fund, and Academic Enhancement Fund ensuring all requests meet NCAA regulations and consult the compliance office for additional approval when necessary. Submit monthly report to staff and final distribution report to the NCAA. (35%)
3. Prepare and execute the onboarding training plan for new employees in regard to athletics business policies and procedures. Maintain and update internal business operations policy manual, update internal employee training program for new employees, and maintain, update and/or create educational tools to communicate proper policies and procedures. Create a how-to information guide on each of the business office functions to prepare new employees and graduate assistants for their duties as a college employee. (10%)
4. Assist the Associate Athletic Director in the budgeting process, reconciling Athletic accounts and analyzing financial data. Review and provide recommendations for improved accounting control measures and general business practices to increase efficiency and productivity and provide data for internal/external audits as needed. Follow up on outstanding invoices and payments, process journal vouchers to close books properly for the fiscal year-end, assist in ensuring all year-end closing procedures are completed correctly and by the appropriate deadlines. Assist in the preparation, allocation and reconciliation of electronic and/or cash per diems for the department . In the absence of the Associate AD, attend meetings, make presentations, and provide financial information. (10%)
5. Manage the game contracts process, ensuring all game contracts are executive with opponents and game guarantee payments are received or submitted for payment in a timely manner. (10%)

Conducted under the auspices of the Dominican Friars, Providence College is a Catholic, Dominican, liberal arts institution of higher education and a community committed to academic excellence in pursuit of the truth, growth in virtue, and service of God and neighbor. We seek candidates who can affirm and contribute to our mission.

Providence College is also an equal opportunity employer and is committed to fostering a Beloved Community— an environment that reflects the rich diversity of the human family and is marked by justice, charity and the promotion of the common good and flourishing of all. We invite applications from qualified individuals who possess the experience, knowledge and commitment to develop the diverse learning environment envisioned as part of the Beloved Community. Women and minority candidates are strongly encouraged to apply. The College’s Non-Discrimination policy can be found Notice of Non-Discrimination (PDF document)

Overview

Receive and record all expense related items, including accounts payable, reimbursements, credit card transactions, non-gift deposits, and journal vouchers, while also assisting in financial day-to-day management by performing advanced financial functions to include new hire orientation and assisting with monthly reporting/reconciliation and year-end closing/audit support.

Duties and Responsibilities

1. Perform all day-to-day financial accounting duties of the Athletic business office, including but not limited to, purchase order requisitions, accounts payable vouchers, journal vouchers, and non-gift deposits in accordance with acceptable accounting standards. Review and reconcile college credit card logs and monthly transactions and ensure submission in a timely manner. Provide training and reminders as needed. Manage and process payments for all game day event workers, including ensuring all vendor information is submitted to accounts payable, collect and condense game day worker reports from all supervisors, review all submissions for overall accuracy, and submit monthly. (35%)
2. Reconcile and audit ticket revenue to ensure accuracy when submitting monthly report to Financial Services. In conjunction with the Ticket Office staff, research and correct any errors or inconsistencies in the reporting, and provide additional information needed for audits. Manage and reconcile the NCAA Student-athlete Opportunity Fund, Student Assistance Fund, and Academic Enhancement Fund ensuring all requests meet NCAA regulations and consult the compliance office for additional approval when necessary. Submit monthly report to staff and final distribution report to the NCAA. (35%)
3. Prepare and execute the onboarding training plan for new employees in regard to athletics business policies and procedures. Maintain and update internal business operations policy manual, update internal employee training program for new employees, and maintain, update and/or create educational tools to communicate proper policies and procedures. Create a how-to information guide on each of the business office functions to prepare new employees and graduate assistants for their duties as a college employee. (10%)
4. Assist the Associate Athletic Director in the budgeting process, reconciling Athletic accounts and analyzing financial data. Review and provide recommendations for improved accounting control measures and general business practices to increase efficiency and productivity and provide data for internal/external audits as needed. Follow up on outstanding invoices and payments, process journal vouchers to close books properly for the fiscal year-end, assist in ensuring all year-end closing procedures are completed correctly and by the appropriate deadlines. Assist in the preparation, allocation and reconciliation of electronic and/or cash per diems for the department . In the absence of the Associate AD, attend meetings, make presentations, and provide financial information. (10%)
5. Manage the game contracts process, ensuring all game contracts are executive with opponents and game guarantee payments are received or submitted for payment in a timely manner. (10%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

Education and Experience

• Bachelor’s Degree in finance, accounting, management or other business related field from an accredited institution
• Two to four years’ experience, preferably in accounting or finance, or an equivalent combination of education and experience.
• Strong knowledge of and demonstrated interest in business operations
• Good oral, written, and interpersonal skills
• Strategic, innovative, and creative thinker, as well as self-starter
• Ability to work well with others and communicate effectively
• Ability to multi-task, manage time, and meet deadlines
• General knowledge of business processes and procedures
• Proficiency with Microsoft Office programs (Word, Excel, PowerPoint, Access, etc.)

Supplemental Information

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting in a normal seated position for extended periods of time
• Reaching by extending hand(s) or arm(s) in any direction
• Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
• Communication skills using the spoken word
• Ability to see within normal parameters
• Ability to hear within normal range
• Ability to move about

DISCLAIMER: This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the incumbent. Incumbent may be asked to perform other duties as required.

NOTICE OF E-VERIFY PARTICIPATION

Providence College participates in E-Verify to confirm the identity and employment authorization of individuals hired to work in the United States. Before submitting this application, please review the following documents:

• E-Verify Notice of Participation
• Right to Work

By continuing with this application, you acknowledge that you have been informed of our participation in E-Verify and have had the opportunity to review these notices.

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