Associate Athletics Director for Compliance and Student Services

EXPIRED

Position Details

Position Information

Job Title

Associate Athletics Director for Compliance and Student Services

Department

Athletic Administration

Job Code

Job category

Full Time Staff

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Position Details

Position Information

Job Title

Associate Athletics Director for Compliance and Student Services

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Department

Athletic Administration

Job Code

Job category

Full Time Staff

Terms and Hours

Full Time Exempt, 12 month

Salary Range

Job Summary

This position will oversee the Athletic Department’s entire NCAA compliance program by developing, administering, and executing policies and processes to support compliance with NCAA, WCC, and University rules/policies and procedures. This position will serve as primary liaison to the NCAA and WCC in rules and compliance matters, working in collaboration with staff, students and faculty across campus on compliance matters and tasks. University of Portland Athletics is committed to change and stand against racism and systemic discrimination, in our department, program, on our campus, and in our community. We are committed to the well-being, education and equality of every person, and are committed to taking action to drive societal and systematic change.

Core Duties

Provide guidance to the Vice President for Athletics, administrators, coaches and student athletes on compliance related matters to support student athlete and team success (i.e. transformation committee, transfers, NIL). Serve as the Senior Compliance Administrator for the University and the main liaison to the NCAA and WCC while serving as the primary Athletic Department contact for numerous campus offices. Administer a comprehensive rules education program for departmental coaches, staff, student athletes and other key constituencies and communities. Duties related to Eligibility Work collaboratively with coaches, student-athletes and Athletic Department staff; provide proactive communication on eligibility, academic and admissions issues to Academic and Student-Athlete Development staff. Manage the eligibility process for all student-athletes, includes maintenance of eligibility reports and squad lists, coordinating incoming eligibility with the NCAA eligibility center, working with the Academic and Student-Athlete Development staff to evaluate transfers, and communicating/collaborating with the Registrar’s Office, College Program Councilors and the Faculty Athletic Representative to certify academic eligibility. Maintain the master roster of student-athletes, including active students, medical DQs, exhausted eligibility students, and managers. Ensure students are appropriately coded in Banner and active in Teamworks. Maintain participation records for all student-athletes to document seasons of eligibility and five-year clocks. Lead process to evaluate incoming student-athletes academic and eligibility status through collaboration with various partners, including University Admissions, International Student-Services, UP’s academic colleges, and the Academic and Student-Athlete Development staff. Serve as primary contact for NCAA Transfer Portal; work collaboratively with Associate AD for Academic and Student-Athlete Development to assess student-athlete eligibility and graduation plans; advise administrators and head coaches on transfer scholarship requirements. Lead the research, writing and submission process for waiver requests. Duties related to Financial Aid Manage the administration of athletic financial aid, including working with the financial aid office to offer, apply, and evaluate financial aid for all student-athletes, and to administer all renewals, non-renewals and reduction of athletic aid. Evaluate and develop financial aid policies, procedures and forms for athletic aid administration. Maintain complete and accurate records to support NCAA compliance and University budget management. Maintain required squad lists in NCAA Compliance Assistant software. Work collaboratively to administer summer school athletic aid. Serve as an Athletic Department liaison to the Residence Life office and the Campus Dining/Bon Appetit office, including the administration of vacation period housing and meals, meal plan monitoring, and housing assignments for selected sports/students. Recruiting Oversee the National Letter of Intent process for incoming student-athletes. Administer NLIs and Financial Aid agreements for incoming first-year, undergrad transfer, and grad transfer students. Monitor recruiting for all sports, including approvals of official and unofficial visits, and complimentary admissions for recruits and coaches. Additional Duties related to Compliance Monitor compliance with key NCAA rules including but not limited to countable activities, recruiting, student-athlete benefits, NIL, playing and practice seasons, amateurism, Division I membership requirements, personnel, ethical conduct, eligibility for competition, financial aid and other areas. Monitor playing and practice season activities for all sports, including working with coaches to ensure required NCAA minimum competition requirements are met and maximums are not exceeded. Investigate and process all NCAA rules violations/inquires, as well as all NCAA and conference waivers. Ensure completion of all required annual NCAA attestations. Maintain and archive all compliance-related files and records. Create and maintain a Compliance Manual for coaches and staff. Administrative Duties Serve as the legislative designee to the WCC conference, including working with administrators and coaches to determine institutional voting position on legislative proposals, evaluating potential rules changes for impact on the University/department, and implementing new policies and procedures in response to rules changes. Compile and process APR, GSR, SAOF and any other NCAA or conference reports as needed. Attend NCAA compliance seminars and WCC compliance meetings. Arrange for audits of compliance program as required by WCC and NCAA rules; coordinate responses and ensure completion of action items. Partner with Sports Medicine to execute NCAA and institutional drug-testing programs. Partner with Public Relations staff to support department NIL efforts. Drive University owned or rental vehicles with student athletes and other University personnel as needed. Other duties as relevant to the duties of the position or as assigned by supervisor or designee.Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s purview and responsibility.

Education & Experience

Required: Bachelor’s degree. Preferred: Master’s degree or JD. Required: Five years’ experience working in NCAA compliance in a Division I Institution, conference office and/or the NCAA national office. Or equivalent education and/or experience.

Certifications & Licenses

Required: First Aid/CPR Certified or ability to obtain certification. Preferred: Valid Drivers License

Knowledge, Skills & Abilities

Strong oral and written communication skills, the ability to manage multiple projects and deadlines, and an excellent attention to detail. Excellent leadership, team-building and motivational skills; including determination, patience, and enthusiasm. Ability to work independently but also to constructively receive supervisory direction and work effectively in a team setting. Strong orientation towards continued learning and applying learning in the work setting. Professional demeanor and ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes. Ability to work effectively with various constituencies including prospective students, current students, their families, the general public, faculty, staff, administrators, alumni, and other members of the UP community. Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff. Working knowledge of NCAA rules and regulations. Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.2 Ability to travel based on team/recruiting schedule and work irregular or late hours as needed. Ability to drive University and rental vehicles with student athletes and other University personnel.

Physical Requirements

This position requires the physical ability to demonstrate sport activities, techniques, and skills. This position requires frequent standing, walking, twisting, using fine manipulation, grasping, lifting, carrying, pushing, and pulling objects that weigh up to 50 pounds. This position requires the ability to attend events and activities on and off campus and to interact and communicate with alumni, parents, students, faculty, staff and friends of the University. The position requires the ability to travel by car and air. Candidates must have the physical ability to drive team van or bus to practices and competitions.

Working Conditions

Hours of employment: position requires working flexible hours, including regular business hours, mornings, nights, weekends, and holidays as necessary, as well as attendance at home and away events. Work-related stress: stress from work-related situations such as those involving competitive, challenging, urgent, or time-sensitive matters. Travel: travel to local and domestic away competitions, and other events and activities will be required.

Work Standards

Respect for the University’s mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University’s mission statement states in relevant part: “we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world.”1 The University’s Statement of Inclusion states in relevant part: “Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity.”4 Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned. Compliance with laws, policies, and procedures: subject to and expected to comply with all applicable laws as well as University, departmental, and other applicable policies and procedures, including but not limited to the personnel, business, and/or other policies of the University, NCAA, and WCC or other applicable organizations. Promotion of integrity and reputation: all Athletics Department positions share responsibility for promoting and maintaining the integrity and reputation of the University of Portland and its intercollegiate athletics program. In fulfilling the responsibilities of this position, the person hired is required to comply with both the letter and spirit of all University policies and procedures, laws, and NCAA and WCC rules and regulations. Compliance with driving related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements. Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with related to his or her University position. 1 The full Mission Statement is at: www.up.edu/about/mission. 4The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University’s home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number

S039-2023

Number of Vacancies

1

Estimated Start Date

Open Date

Close Date

Open Until Filled

Yes

Special Instructions Summary

Required Documents

Required Documents 1. Resume 2. Cover Letter Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. (Open Ended Question)

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