Assistant Director for Internal Operations, Office of Athletics

Fort Hays State University•Hays, KS

6d•Onsite

About The Position

The Assistant Director for Internal Operations reports to the Associate Athletic Director for Budget & Planning/COO and serves as the lead decision-maker for internal operations, working in conjunction with the Assistant Director for Events & Facilities Operations. In conjunction with the Associate Athletic Director, develop & manage gameday operations, transportation, and other internal operations budgets, including forecasting to inform the Associate Athletic Director. Oversee all transportation needs for the department, scheduling of contests (including issuing game contracts), practices, officials, summer camps, clinics, gameday administrators, student workers, and various spaces. Oversight of team travel and itineraries, and develop and maintain various travel documents and workflows. Research and recommend best practices to improve efficiency and ensure effective use of resources. This includes, but is not limited to, working with the Assistant Director for Event & Facilities to inform a deferred maintenance plan, transportation needs (repair, replacement, etc.), scheduling contests, general in-game operations, and identifying areas for greater efficiency. Develop and distribute gameday sheets, including, but not limited to, sport-specific timing sheets. Lead contact with visiting institutions and officials related to gameday and serves as the main point of contact for external rentals. In conjunction with the Associate Athletic Director, develops workflows & procedures in Teamworks and policies and protocols related to scheduling, transportation, student-worker job descriptions and assignments, etc., to mitigate risk, ensure a first-class experience, and improve efficiency and effectiveness. Collaborate to develop & implement emergency action plans for athletic facilities and visitors’ guides. Maintain appropriate travel documentation related to risk management & compliance. Leads the daily internal operation of the athletic department and in-game operations. Develop staffing plans for events, including student workers & game-day personnel, and provide in-game support to ticketing, concessions, visiting teams, officials, and fans. Lead or facilitate training related to gameday administration and special events. Collaborate with coaches, administrative staff, & other campus departments to support events and facility needs. Serve as primary gameday administrator for all football and basketball home contests. Supervise full-time & part-time event staff, graduate assistant(s), student workers, & interns.

Requirements

A minimum of two years of internal athletic operations or relevant experience, including lead or supervisory experience and/or training related to gameday operations.
Demonstrated solution-oriented and planning skills.
Experience in team travel logistics and developing & managing budgets.
Valid driver’s license in good standing.
Eligible and willing to obtain a CDL license (Class B & Air Brake & Passenger Endorsement) within 30 days, relevant to fleet management.

Nice To Haves

4 years of Internal Operations experience; specific experience with team travel preferred
Experiencing leading football and basketball game days in a high-attendance atmosphere.
Experience in strategic planning and budget management
Ability to lead and organize staff to ensure strategic success measures and outcomes are met.
Valid CDL – Class B & Air Brake & Passenger Endorsement or ability to obtain within 30 days of hire.
Strong computer skills
Excellent written and oral communication skills

Responsibilities

Oversee the scheduling of all contests, officials, transportation, practices, and facilities, including external events, and communicate concerns and resolve issues in conjunction with the Associate Director of Athletics.
Organize, oversee, and provide on-site support during collegiate athletic events, tournaments, external events, and practices to troubleshoot issues and ensure a positive experience for athletes, staff, and fans.
Gather, organize, and assist with submitting all materials for NCAA and other special event bids to host.
Submit all approved schedules to assignors and ensure official assignments are correct.
Develop and distribute gameday sheets and sport-specific visiting team and official timing sheets.
Work collaboratively to develop and distribute visitor guides.
Serves as primary game-day or event administrator for football and basketball home contests, representing the Athletic Department.
Collaborate to inform, update, and monitor a comprehensive deferred maintenance and replacement cycle of equipment associated with gameday and travel.
Development of policies, procedures, and protocols associated with gameday and travel to ensure efficiency and effectiveness, while mitigating risk.
Development and implementation of a robust student worker training, recruitment, hiring, and professional development model.
Oversee, organize, and schedule full- and part-time employees, graduate assistant(s), and student workers engaged with athletic events and external rentals.
At times, assist with the set-up and breakdown of all athletic contests, championships, commencements, and special events.
Development, implementation, and performance of duties to ensure all aspects of athletic operations reflect excellence.
Lift and carry items up to 50 lbs. safely, including athletic equipment, event supplies, and equipment.
Perform additional duties as assigned to support the success of the athletic department and events.