Athletic Business Operations Coordinator

University of Redlands•Redlands, CA

6d•Onsite

About The Position

The Athletic Business Operations Coordinator handles the fiscal operations, budgetary management, and travel logistics for all varsity athletic teams at the University of Redlands ensuring compliance with department, university, SCIAC and NCAA policies. Reporting to the Associate Athletic Director for Internal Operations/SWA, this position manages expense reporting, travel vendor contracts, and assists coaches with coordinating team travel, including flights, busses and vans for optimal efficiency.

Requirements

High School diploma or GED
Knowledge of budgeting and financial reporting
A valid California Class C CA drivers’ license with a good driving record is required. Note: Out-of-state licenses are valid until appointment. A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).
Communicate effectively and follow instructions, both verbally and in writing.
Aptitude to learn new and evolving technology and recommend ways to improve position’s efficiency.
Excellent technical, analytical, and problem-solving skills.
Excellent organizational skills, attention to detail, proactiveness and independent judgement.
Ability to operate standard office equipment.
Proficiency in Microsoft Office software including Excel, Word, PowerPoint, and Outlook.
Ability to recommend appropriate courses of action within established guidelines.
Ability to foster strong, positive relationships and align both internal and external resources to achieve University objectives.
Ability to exercise discretion and work with confidentiality.
Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Nice To Haves

Knowledge and understanding of athletics and how it integrates within a University system.
Experience working with travel companies (charter bus, flight, and vehicle rentals).
Knowledge of Emburse/Chrome River; The Juice; TeamWorks, or related platforms.
Accounting, business administration, or similar bachelor’s degree.

Responsibilities

Oversight of the daily business operations of the athletics department and assists with managing budgets for athletic varsity teams.
Assists coaches with coordinating athletic team travel by serving as the main point of contact for bus companies, and auto/van rental companies, etc. Assists with team travel itineraries and completes NCAA travel itineraries.
Ensures that all activities, particularly spending and travel, comply with department, NCAA, state, and University policies.
Assists coaches and staff in monitoring use of budgets related to student employment within athletic department.
Reviews, filters, and approves processes for day-to-day paperwork; processes purchase requisitions, invoice processing, deposit summaries, recurring vouchers, blanket purchase orders and managing expense reporting, along with all types business operations forms in collaboration with the university’s business and finance offices.
Supervises, plans, directs, and assigns work of assigned student staff; makes hiring and disciplinary decisions; provides feedback on performance and approves timesheets.
Assists with scheduling and planning of special meetings and campus visits for special events.
Create, update, apply and uphold departmental policies, procedures, and guidelines in collaboration with staff, promoting consistency, professionalism, and a positive work environment.
Serve as the primary front office contact by answering and routing phone calls, welcoming visitors, responding to routine inquiries, and providing general administrative support.
Maintain inventory and stocking of athletic department stationery, office supplies and maintains copier and copier supplies.
Processes and distributes departmental incoming and outgoing mail on a daily basis, including outgoing Federal Express shipments.
Monitors and submits work orders for furniture, maintenance and housekeeping issues relating to all Athletic dept. buildings and outdoor spaces, including follow-up.
Maintains department program office files and follow-up with programs according to administrative checklists for pre-season, in-season and end-of-season.
Performs other related duties and special projects as assigned by the Associate Athletic Director for Internal Operations/SWA and/or the Vice President of Intercollegiate Athletics.