Assistant/Associate Athletics Director, Internal Operations

DESCRIPTION

Otterbein University is seeking an experienced and collaborative Assistant/Associate Athletics Director, Internal Operations to support the operational success of the Athletics Department. This position manages multiple department functions, including business operations, game-day logistics, and external event scheduling and revenue generation. The role also directly supervises several athletic teams, assists with NCAA compliance operations, serves as a liaison to the university business office, and participates as a member of the Athletics Senior Leadership Team. A high level of customer service to both internal and external constituencies is essential. This is a full-time, administrative position working 40 hours per week, 12 months per year.

RESPONSIBILITIES

Business Operations - Manage day-to-day business-related functions within the Athletics Department. - Collaborate with coaches on team travel and schedule all departmental transportation. - Coordinate purchasing cards and serve as liaison with campus departments, coaches, and staff regarding purchasing card reconciliations. - Submit travel and other reimbursement requests to the business office in collaboration with coaches and staff. - Coordinate requests for per diem, cash advances, and other funds related to departmental travel and events. - Collaborate with the business office to ensure accurate completion and recording of transactions. - Coordinate payment of invoices, including game officials, and submit necessary purchase orders. - Communicate with vendors and third parties regarding accounts payable and receivable.

Sport and Staff Supervision - Oversee operations for several athletic teams and associated coaching staffs.

DESCRIPTION

Otterbein University is seeking an experienced and collaborative Assistant/Associate Athletics Director, Internal Operations to support the operational success of the Athletics Department. This position manages multiple department functions, including business operations, game-day logistics, and external event scheduling and revenue generation. The role also directly supervises several athletic teams, assists with NCAA compliance operations, serves as a liaison to the university business office, and participates as a member of the Athletics Senior Leadership Team. A high level of customer service to both internal and external constituencies is essential. This is a full-time, administrative position working 40 hours per week, 12 months per year.

RESPONSIBILITIES

Business Operations - Manage day-to-day business-related functions within the Athletics Department. - Collaborate with coaches on team travel and schedule all departmental transportation. - Coordinate purchasing cards and serve as liaison with campus departments, coaches, and staff regarding purchasing card reconciliations. - Submit travel and other reimbursement requests to the business office in collaboration with coaches and staff. - Coordinate requests for per diem, cash advances, and other funds related to departmental travel and events. - Collaborate with the business office to ensure accurate completion and recording of transactions. - Coordinate payment of invoices, including game officials, and submit necessary purchase orders. - Communicate with vendors and third parties regarding accounts payable and receivable.

Sport and Staff Supervision - Oversee operations for several athletic teams and associated coaching staffs. - Complete graduate assistant housing contracts and key requests. - Complete PRFs and PAFs for new positions and employees. - Communicate program needs and strategic recommendations to the Director of Athletics. - Attend postseason competitions as an on-site administrator when needed. - Oversee the Athletics Equipment and Facilities Coordinators, Event Manager, and associated operations.

Internal Events and Game Day Operations - Direct weekly Game Manager meetings. - Oversee coordination of coaches whose secondary duties include student work-study eligibility, scheduling student workers, maintaining virtual ticketing operations (Hometown Ticketing), and concessions operations. - Supervise athletics and university recreation events hosted on the Otterbein campus, including some evenings and weekends. - Collaborate with the Director of Athletics to secure regional and national championship bids. - Communicate with coaches and staff regarding complimentary ticket requests. - Respond to campus, parent, and public inquiries related to ticket sales and operations.

External Events Coordination - Collaborate with the Executive Assistant regarding facility availability and potential facility usage. - Send external group requests for information to gather details regarding facility rental requests. - Develop a structure for consistent rental fees that includes total cost recovery and revenue generation. - Process contracts for facility usage using the Contract Request Form (CRF), obtain Certificates of Insurance (COI), and establish events in Smart Waiver to collect online waiver forms. - Secure workers needed to support events, such as special-duty personnel and event managers. - Process invoices and follow up on payments.

Compliance and Administrative Support - Assist in preparation of the EADA report and other compliance documentation. - Identify opportunities to improve departmental processes, operating procedures, workflows, and utilization of financial resources. - Complete special projects as assigned by the Director of Athletics. - Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES - Supervise athletic teams and associated head coaches. - Supervise the Athletics Facilities and Equipment Coordinators.

QUALIFICATIONS

To perform this role successfully, candidates must be able to execute the essential duties effectively. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education & Experience - Bachelor's degree required. - Master's degree preferred.

Core Competencies - Professional oral and written communication skills, including grammar. - Competency in general math. - Strong customer service orientation. - Ability to collaborate effectively with coaches, staff, campus partners, vendors, and external constituents.

Physical Demands - Frequent communication, sitting, reaching, and repetitive use of hands and wrists. - Occasional standing, walking, stooping, and bending. - Ability to occasionally lift, carry, push, or pull up to 20 pounds. - Close vision required. - Ability to maintain regular and predictable attendance.

Work Environment
Work is performed in an environmentally controlled office setting.

ADDITIONAL INFORMATION

Otterbein offers a comprehensive benefits package including:

• Tuition benefit to employee, spouse or domestic partner and dependents
• Accrue 4 weeks of paid vacation
• 10 days paid sick time
• 12 paid holidays plus bonus days
• Medical, dental and vision insurance to you, dependents or domestic partner
• Life Insurance
• Defined contribution retirement plan
• and much more

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University’s achievement of academic excellence depends on its commitment to inclusion and belonging. We welcome applications from all qualified candidates. Otterbein University is an EEO Employer.

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