Assistant Athletic Director for Business Operations & Administration

Fort Hays State University•Hays, KS

18h•Onsite

About The Position

The successful candidate will possess a blend of financial expertise, compliance, personnel, and risk-management awareness, and will have the capacity to lead in a dynamic, collaborative, and fast-paced environment. A high level of integrity and accountability, with a commitment to the student-athlete experience, is essential. The role requires the ability to operate with intentionality, collaboration, and a service and solution-oriented mindset, with the proven ability to lead and manage staff. The Assistant Athletic Director for Business Operations & Administration will be able to interpret data and provide decision-support insights to senior leadership, with experience contributing to long-range planning, including facility and operational forecasting. Moreover, they will possess the ability to evaluate the “ripple effects” of decisions across teams, the campus, and the community. Experience in assisting with the development of policies, procedures, and systems to ensure financial compliance, audits, and risk management practices, in addition to collaborating with compliance staff as it relates to scholarship distribution and financial aid alignment, is also expected.

Requirements

Experience in athletics administration, business operations, or financial management.
Strong budgeting, financial reporting, and resource management skills.
General knowledge of NCAA and higher education compliance standards.
Ability to lead operations, manage staff, and streamline processes.
Strong analytical, organizational, and decision-making abilities.
Effective communicator with the ability to collaborate across campus and external partners.
Proficiency in financial systems, data analysis, and reporting tools.
Progressive experience in athletics administration, business operations, or finance.
Experience with financial systems (e.g. Workday) with proficiency in Excel/data analysis tools.
Familiarity with travel and expense platforms, inventory systems, and reporting dashboards.

Nice To Haves

Master's degree preferred.
Prior experience working within a collegiate athletic department preferred.

Responsibilities

Responsible for the day-to-day business operations of the Athletics Department, including budget, reporting, contracts/guarantees, sports camps, scholarship tracking, travel process and expenditures, official visit expenses, and other relevant compliance assistance that are business-processing in nature, as well as overall business operations support.
Performs complex duties that are predominantly attached to a budget and are therefore fiscal in nature.
Assists with monitoring budgets throughout each fiscal year and communicating regularly with the Associate and Director of Athletics.
Prepares budget reports upon request and assists the Associate Director in developing various reports.
Serves as liaison with the Office of Human Resources and is responsible for the hiring and onboarding of student employees and graduate assistants.
Oversight of the onboarding of all new full- and part-time employees with the Athletic Department.
Manages Gift-in-Kind/Trade usage throughout the Athletic Department and ensures proper documentation is recorded on all agreements/transactions.
Responsible for managing the Athletic Department mailroom to ensure packages are sent out and received in a timely manner, and the room is maintained.
Responsible for reconciling and reporting ticket and concession sales.
Assists with various Athletic Department events as needed/directed.
Issue and reconcile purchasing card statements for multiple employees and research any inconsistencies or issues.
Verify invoices received and reconcile these expenditures; ensure that all invoices are paid promptly and respond to inquiries regarding the status of requisitions, POs, or goods and services received.
Vendor billing and invoicing.
Prepare and process deposits and accounts payable for check requests.
Run routine budget reports as needed.
Reconcile cash and receipts from ticket sales, concessions, and special events as needed - produce related reports.
Post purchases and expenditures to the appropriate accounts.
Determine office needs and order as necessary.
Assist with various financial reporting, including but not limited to the EADA, NCAA Financial Report, Internal and External Audits, etc.
Set up and maintain all fiscal records and documentation for the department or center.
Prepare and review invoices, reconcile accounts, oversee collections, and record transactions.
Request transfers of money to/from the FHSU Foundation as needed.
Manage Gift-in-Kind/Trade usage of the Athletic Department as required.
Ensure the Athletic Department mail is sent/received daily.
Assist with the planning and oversight of various Athletic Department events as needed/directed.
Assist the Associate Director in completing Annual Inventory processes in conjunction with the Business Office.
Serve as primary liaison with Human Resources as it relates to hiring, scheduling, and onboarding student employees and graduate assistants.
On-board new employees as needed.
Assist with the development and implementation of business and administrative policies and procedures, including but not limited to annual review and updates.
Manage and supervise full-time, graduate assistant(s), part-time, contracted, and student staff.
Respond to questions, calls, and emails professionally and in a timely manner, within program and department policies.
Perform other related duties as required or assigned.