Athletics Business Operations Coordinator

Welcome to Samford University's application process powered by NeoEd!

You can submit an online application by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Posting, click the 'Apply' tab. If this is the first time you are applying using our new online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload a saved document on your computer containing your information, or manually enter your personal information. This application will be saved and used to apply for future job openings.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to job qualification information. Demographic information is maintained only for statistical reporting and is not associated with individual applications.

It is important that you review any prepopulated information as applications must show all the relevant education and experience you possess. Incomplete applications may not be accepted.

Description

The general job duties include the timely processing of vendor invoices for payment, communicating with vendors and employees regarding invoices, processing of employee expense reports for reimbursement and reconciling of vendor statements. This position assists in coordinating the daily operations of the Athletic Business Office, including assisting athletics department personnel with processing and reconciling expenses. This position requires knowledge and experience with University and Southern Conference regulations, fiscal affairs policies, and procedures.

Job Duties

• Audit incoming vendor invoices and match with appropriate purchase order and/or receiving documents, reconciling any missing data or forms.
• Review employee expense reports for appropriate documentation and when satisfied everything is in order enter into Banner for processing.
• Input invoices into the Banner Accounts Payable module for processing.

Welcome to Samford University's application process powered by NeoEd!

You can submit an online application by clicking on the job title you are interested in and clicking on the "Apply" link! After viewing the Posting, click the 'Apply' tab. If this is the first time you are applying using our new online job application, you will need to create an account and select a Username and Password. After your account has been established, you can upload a saved document on your computer containing your information, or manually enter your personal information. This application will be saved and used to apply for future job openings.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to job qualification information. Demographic information is maintained only for statistical reporting and is not associated with individual applications.

It is important that you review any prepopulated information as applications must show all the relevant education and experience you possess. Incomplete applications may not be accepted.

Description

The general job duties include the timely processing of vendor invoices for payment, communicating with vendors and employees regarding invoices, processing of employee expense reports for reimbursement and reconciling of vendor statements. This position assists in coordinating the daily operations of the Athletic Business Office, including assisting athletics department personnel with processing and reconciling expenses. This position requires knowledge and experience with University and Southern Conference regulations, fiscal affairs policies, and procedures.

Job Duties

• Audit incoming vendor invoices and match with appropriate purchase order and/or receiving documents, reconciling any missing data or forms.
• Review employee expense reports for appropriate documentation and when satisfied everything is in order enter into Banner for processing.
• Input invoices into the Banner Accounts Payable module for processing.
• Forward completed invoice and any supporting documentation to Accounts Payable for processing.
• Reconcile vendor statements on a monthly basis with outstanding invoices and/or credits and obtain copies of any missing documents. Where necessary, request a check from vendors with credit balances.
• Maintain purchase orders, invoices and statements in an organized manner, consistent with departmental guidelines.
• Identifies financial and administrative discrepancies and issues and elevates them to supervisor for resolution.
• Resolves problems and addresses issues impacting the Athletics Business Office and recommends ways to improve and increase efficiency of the Athletics Business Office.
• Follows established procedures to support compliance with departmental, University, Southern Conference, State, and NCAA guidelines.
• Manage accounts receivables including receipt and timely processing of Athletics revenue.
• Assist in the preparation of budget reports, Southern Conference, and NCAA financial reports and other ad hoc reporting as requested.
• Manage inventory of office and computer supplies.
• Manage athletics Amazon and Staples business accounts.
• Provide direct financial and business operations support to coaches and administrative staff of the Athletics Department.
• Analyze transactions to ensure proper distribution of income/expenses and assign account coding to ensure that revenue and expenses are properly recorded in university ledgers.
• Prepare and submit requisitions to create purchase orders as needed.
• Ensure all GL coding are accurate and prepare adjusting entries, if necessary.
• Support coaching staff in the planning, development, and maintenance of departmental and sport-specific budgets through submitting requisitions, processing payments, and other related tasks.
• Assist coaches with travel reimbursements.
• Assist with hotel contracts as needed.
• Coordinate use of rental vehicles for coaches as needed.
• Coordinate the requisitioning of bus charter services and other shuttle services.
• Research questions regarding accounts payable from vendors, athletics department personnel and others.
• Performs other duties as assigned.

Qualifications

• Bachelor's Degree in a related field and three years of related experience OR any equivalent combination of education and/or experience from which comparable knowledge, skills, and abilities have been achieved.
• Two years of experience in accounting, bookkeeping, or financial services sufficient to demonstrate competencies in tracking and managing multiple funds, PC applications for accounting (spreadsheets, database access, and word processing), and preparing and analyzing account reports.
• Ability to handle sensitive information and maintain confidentiality is a must.
• Excellent organizational, planning and coordinating skills, as well as strong written and interpersonal communication skills with a user-friendly attitude.
• The ability to report to work daily, five days per week.
• The ability to remain in a sitting position for extended periods of time.
• The ability to lift light supplies and materials.

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