Assistant Athletics Director, Administration & Business Operations
St. Mary's University
Location: San Antonio, Texas
4 Year Degree
The Assistant Athletic Director for Business Operations will serve as a member of the athletic department's executive team. The position is responsible for administering and coordinating the day-to-day business, fiscal, and administrative functions for the Athletics department. This positions works in collaboration with Associate and Assistant Athletic Directors.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Serves as the primary contact and point person for all office-related operations including building management, office visitors, vendors, and staff; manages all office and event supply orders; maintenance requests, and tracks and helps drive completion of key deliverables and follows up on outstanding items.
Manages and administratively supports in the operation, compliance and reporting for athletics programs; revenue generating program (concessions management); Rattler ticket/attendance auditing; event coordination; community service programs; and special projects as needed.
Manages and executes the day-to-day duties of business operations including, purchase orders, payment requests, travel requests and payments, reconciliation of expenses, credit card reconciliations, vendor setup, service requests; and handles all employee/recruiting/onboarding paperwork.
Coordinates, organizes, executes, and assists with internal and external meetings or events; liaise with contacts, screening and prioritizing all forms of incoming communications, dealing with routine issues and coordinating more complex responses.
Assists with the management of the athletic budget; monitoring, forecasting, reconciling, providing analysis, and produces financial reports; serves as the liaison between administration and finance.
Develops plan and creates tools to adhere to annual fiscal calendar, noting deadlines for financial reporting. Develops and implements clear business policies and procedures for Athletics administration, coaches and staff.
Manages the hiring, processing and staffing for the graduate assistant program and work study program; trains, assigns work and supervises as required.
Authorizes and processes official's vouchers for all sports and payment for game day employees and part-time staff.
Prepares and submits annual financial statements (Equity in Athletics Disclosure Act [EADA] and the National Collegiate Athletics Association [NCAA] Financial Report) for approval by senior officials.
Monitors and ensures that the departments has effective system of internal controls and ensures compliance with applicable laws, regulations, policies and procedures.
Assists in department strategic objectives and action plans and provides input on capital expenditures.
Serves on assigned committees, boards or commissions.
Provides operational support assistance during campus-wide projects.
Performs other duties as assigned.
Bachelor's degree from an accredited college/university required; Master's preferred.
1 - 3 years of professional experience in an athletics department or similar experience; experience in fiscal & business management preferred; supervisory experience highly preferred.
Experience as a student-athlete or professional internships in collegiate athletics is desirable.
Must maintain a valid driver's license, motor vehicle liability insurance and personal injury insurance, and complete the University Van Driver Training within 90 days of employment date.
Must be able to work flexible hours including sporting and non-sporting events that may occur on weeknights, weekends, and possibly holidays.
Occasional travel may be required.
Must clear and maintain a favorable background investigation and clearance.
Must have the ability to demonstrate intermediate to high skills in MS Office (Word, Excel, and Outlook);familiarity with financial systems (Banner) preferred.
Must have excellent verbal and written communication skills. Strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; an ability to work effectively with communities across the university.
Must have a high ethical standards and a strong sense of confidentiality; ability to prioritize and manage multiple deadlines; thrive in a complex work environment; displays solid problem solving and interpersonal skills; works well independently and as part of a team.
Must have strong self-judgment abilities to assist in the preparation of department personnel policy information. Use discretion to complete work assignments. Initiative is frequently required to complete work assignments. Decisions are made regarding policy interpretation and individual work priorities.
Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines.
Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals)
St. Mary’s University, as a Catholic Marianist University, fosters the formation of people in faith and educates leaders for the common good through community, integrated liberal arts and professional education, and academic excellence.