Director of Business Operations - Athletics

West Virginia University

23h

About The Position

This position is responsible for managing the procurement process, accounts payable and receivable processes for the Department of Intercollegiate Athletics. We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including: 37.5-hour work week 13 paid holidays (staff holiday calendar) 24 annual leave (vacation) days per year or more based on years of service (employee leave) 18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof) WVU offers a range of health insurance and other benefits 401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ’s. Wellness programs

Requirements

Bachelor’s degree, preferably in business, finance, sports management or similar field.
A minimum of three (3) years of experience involving generally accepted accounting practices; financial reporting, interpretation & problem resolution; use of computers and programs such as with spreadsheets and database related programs
Graduate Assistant experience acceptable.
Any equivalent combination of related education and/or experience will be considered.
All qualifications must be met by the time of employment.
Knowledge of WVU Board of Governors policies and guidelines
Knowledge of WVU Intercollegiate Athletics policies and procedures
Knowledge of Big 12 Conference policies and procedures
Knowledge of NCAA policies and procedures
Knowledge of State P-card Policies and procedures
Knowledge of West Virginia State Code
Knowledge of Financial Accounting Policies and Procedures
Demonstrated knowledge of Generally Accepted Accounting Principles (GAAP)
Demonstrate the ability to maintain composure in high-stress situations
Ability to multi-task in a high-volume environment
Demonstrated ability to interact effectively with diverse groups including Deans, Directors, staff, vendors as well as University administration including but not limited to Budget Planning, Finance, Payment Services
Deal with difficult people and situations
Demonstrated ability to plan, organize and set priorities regarding various deadlines and the amount of work to be accomplished.
Expert skills in financial management, planning, budgeting and accounting
Demonstrate the ability to carry out assignments without detailed instructions.
Manage sensitive and confidential information related to student-athletes, coaches and staff utilizing discretion and correct decisions.

Nice To Haves

Master’s degree.

Responsibilities

Serves as manager of financial activities within the Department of Intercollegiate Athletics including but not limited to Paciolan Ticket revenue, Sponsorship payments, and any gift/non-gift revenue for capital projects. Responsible for maintaining operational continuity within the Athletic Business Office with emphasis on financial transactions.
Assists the Assistant Athletic Director for Business Operations with the overall management of the financial operations of the Department which includes revenue management, internal controls, accounts receivable and expense-based transactions to ensure accurate data for EADA and NCAA reports.
Assists in preparation of data and populate both the Federal (Department of Education/EADA) and NCAA Agreed Upon Procedures (AUP) reports
Assist in the monitoring of the operational proforma for the Department of Intercollegiate Athletics. Assist in the preparation of the long-term plan for the Department.
Responsible for accurate reports regarding expenses in the athletic department with a budget in excess of $130 million. Acts as financial advisor to the 40 departments including 18 varsity sports regarding budgeting and give direction on steps to complete purchases. Assist staff members in using proper procedures when making purchases. Facilitates proper documentation for all purchases such as Purchase Orders, Purchasing Card Authorizations, Vendor Registrations, Sole Source forms, etc.
Oversees the operation of all purchasing in compliance with institutional laws & regulations. Processes all invoices through Payment Services, direct pay, purchase order and Intra U’s.
Collect and compile complex financial information from all WVU systems used to prepare financial reports. Prepare financial reports for analysis, budgeting and auditing purposes for the Chief Business Office (CBO). Assists Assistant Athletic Director for Business Operations with budget issues and disseminating information to units within the Athletic Department.
Coordinates and processes daily deposits for all non-ticket related revenues within the Department of Intercollegiate Athletics in excess of $130 million.
Work directly with coaches and senior leadership to provide accurate financial data and analysis as well as provide solutions to budget questions
Serves as the back-up p-card coordinator for the Athletic Department for the state credit card system. The duties of p-card coordinator include following: Prepares Maintenance forms for cardholder changes in limits and cancellations; Oversees daily audit of procurement card purchases utilizing the ChromeRiver software; Oversees the processing of service agreements; Ensure proper processing through tax accounting, procurement.
Signing authority for WVU Game Advance and WVU Clearing accounts through Huntington Online Banking.
Responsible for entering checks in positive pay system.
Serves as back-up for the Game Advance Account (outside bank account), compile cost transfers based on expenditures by departmental activity and line item. Write checks from the Game Advance account and have all checks entered into Positive Pay (fraud prevention) system. Contact payees regarding uncleared checks appearing on bank reconciliation.
Perform stop payments as needed. Work directly with PCPS, Treasury Operations and Tax and Accounting to resolve any issues surrounding the Game Advance account. Provide coaches with monthly statements detailing Game Advance expenditures. Complete and submit monthly settlement to head of Travel Department. Write checks from Game Advance account as needed.
Prepares various statistical reports, including financial statements, management reports, and reconciliations of revenue and expenditures to actual balances on assigned accounts.
Performs ACH transactions to the WVU Foundation and State revenue accounts as well as a game ticket revenue deposit.
Responsible for all Clearing Account activity. Duties include preparing ACH transactions for daily deposits and the Big 12 Conference Student Assistance Fund and working directly with Athletic Compliance Office.
Using the Paciolan system, work with Athletic Ticket Office preparing revenue deposits, issuing refunds, running ticketing reports and management of ticket buyer data.
Assist Athletic Ticket Office and Marketing Dept. with the Student Ticketing data base software.
Manage and reconcile team and business unit expenses, working with staff members and coaches on issues, and prepares IU’s to move charges as needed.
Maintains excel spreadsheets for game day expenses for EADA report and works with Assistant Athletic Director/Business Operations on report preparation.
Assists in development of the annual revenue and expense budget for intercollegiate athletics which is in excess of $-130 million.
Develops, prepares and presents reports as needed to various groups both internal and external to the University.
Manage and reconcile all outside bank transactions related to Paciolan ticket sales
Responsible for all WVU Foundation activity for Athletic Business Office. Includes Foundation draws, expenses and reconciliations.
Oversee and reconcile all the credit card transactions related to Paciolan ticket sales.
Works directly with University Tax Office for staff ticket taxes
Review and manage various reconciliation operations to ensure the assets of the Department are accurately reported. Prepare monthly reconciliations Department’s outside bank account transactions, credit card transactions, deposits to the University financial system, cash register sales with Paciolan ticket receipts, and all deposits to the WVU Foundation.
Conduct daily reconciliation of revenue transactions to ensure timely, accurate processing and posting to the Department’s accounting systems and to ensure policies and procedures are followed.
Manage and reconcile the conversion of ticket office revenue to a cash basis of accounting in order to determine the amount of revenue to deposit into state and WVU Foundation accounts.
Serve as a liaison for the Department of Intercollegiate Athletics with designated University offices, including business and procurement services, financial services, student accounts, budget planning and WVU Foundation, as directed by the Senior Associate Athletic Director for Business Operations.
Provide analytical examination of entries, research and corrections to discrepancies and work with departments and units within athletics to educate and make recommendations for solutions.
Maintain knowledge of and comply with all rules, regulations, policies and guidelines of West Virginia University, the Big 12 conference and the NCAA; must adhere to NCAA Bylaw 111 Conduct of Athletic Personnel.
Represent the University on the highest professional level with dignity, integrity, and strength of character and will exhibit ethical behavior, must respect the rights and dignity of individuals with sensitivity to problems that may arise from racial, ethnical and sexual orientation differences.
Demonstrate a cooperative attitude towards all sports within the intercollegiate athletic program.
Possess the ability to adapt to any situation, make decisions and work independently; position must have the ability to develop new techniques and approaches in dealing with many issues controlled by this position; responsibilities of the position are ever changing and require constant research and education; requires the ability to adapt to any situation and make decisions.
Manage sensitive and confidential information related to student-athletes, coaches and staff utilizing discretion and correct decisions.
Faithfully and diligently execute related duties of the Department of Intercollegiate Athletics.
Perform other job-related duties as assigned by Supervisor and Senior Associate Athletic Director for Business Operations
Manage professional and personal time to be handle time sensitive-issues, tight deadlines, extended hours beyond the normal workday, weekend work, and on-call availability.
Other duties as assigned

Benefits

37.5-hour work week
13 paid holidays (staff holiday calendar)
24 annual leave (vacation) days per year or more based on years of service (employee leave)
18 sick days per year (for when you’re ill, for when you need time to care for sick family, for your own, or your family’s, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
WVU offers a range of health insurance and other benefits
401(a) retirement savings with 6%25 employee contribution match, eligibility to continue health insurance, and other retiree perks.
Wellness programs

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