Assistant Athletic Director for Business

Point Park University • Pittsburgh, PA

4d

About The Position

Responsible for administering business functions within the Athletic Department

Requirements

• Bachelor's degree
• excellent computer skills, with proficiency in Microsoft Office
• strong communication and organizational skills
• ability to perform multiple tasks with minimum supervision

Responsibilities

• Assist the Vice President of Athletics in the gathering of information and preparing reports for the EADA, NCAA Financial Report, MEC and GMAC.
• Assists in record keeping of highly confidential material relating to scholarships, grades and medical information. (Must understand FERPA and HIPAA laws)
• Prepare confidential human resource and payroll requests as needed.
• Provide effective departmental onboarding experience for new staff: a. Obtaining necessary keys, computer equipment; b. Obtaining PPU credit card; Jenzabar access; c. Assisting with expense report creation; d. Offering assistance for a smooth transition into new position.
• Maintain a department staff spreadsheet.
• Prepare coach contracts for Developmental Team Head Coach and Assistant Coaches.
• Enter contract agreements into university Contraxx system for review/execution through Procurement/Business Office
• Take minutes for various department meetings.
• Liaison for coaches and various busing companies when coach bus transportation is required for team travel.
• Work in conjunction with Procurement to secure Coach Bus Company contracts.
• Work in conjunction with Vice President of Athletics to secure yearly 10-month contract of leased shuttle vans.
• Develop, coordinate and distribute weekly shuttle schedule needs for team practices and games.
• Maintain shuttle driver list for student drivers, coaches, non-fleet drivers, and PPU employees who use personal vehicles for University business.
• Schedule new driver and recertification driver testing with All State Career for shuttle drivers.
• Run DMV checks for new drivers and yearly for current shuttle drivers.
• Troubleshoot issues as they arise with PPU shuttles and coach bus transportation.
• Work in conjunction with transportation coordinator to be sure vehicle maintenance is done on schedule and any mechanical repairs that might be needed.
• Liaison for coaches when vehicle rental outside of the Pittsburgh area is needed.
• Assist Assistant Athletics Director for Compliance with roster updates from coaches
• Manage rosters in Jenzabar/JRM
• Manage and coordinate transportation for 20 sports teams which includes defining needs, developing schedules, securing buses, vans and drivers.
• Supervise work study and student athlete van drivers. (collaborate schedules, assign work, review Dayforce timesheets, submission of confidential HR and payroll forms)
• Prepare and create reports via Jenzabar/JRM for coaches and administrators which contain admissions information, scholarship information, schedules, grades and transcripts, prospective athlete reports and recruit reports.
• Assist coaches and Assistant Athletics Director for Compliance marking student-athlete recruits in JRM.
• Prepare purchase requisitions and coordinate with Procurement/Business Office for processing.
• Review monthly expense reports for staff members before presenting to the Vice President of Athletics' for review
• Input all expenditures into budget spreadsheets [i.e., monthly expense reports, invoices, check requests and purchase requisitions]
• Process invoices/check requests for payment through the Business Office
• Make any needed deposits [student accounts/advancement]
• Process ticket proceeds from Men's and Women's basketball home games: deposit funds; maintain spreadsheet of ticket sales for yearly NCAA financial reporting purposes.
• Channel calls to appropriate administrators, coaches and other university personnel and departments
• Coordinate sites and arrangements for meetings and various other events.
• Maintain filing system and sports tracking related to highly confidential student information and Athletics Department information.
• Perform back up coverage duties as needed, such as: Attending off site games/competitions as liaison between venue and referees/officials; Work orders in Corrigo for maintenance needs at the student center; Serve as home game administrator as needed.
• Receive, sort and distribute mail.
• Collect and distribute University forms and memos.
• Maintain supply inventory and order office supplies.
• Perform other related duties as assigned.

What This Job Offers

• Job Type: Full-time