Summary of Position Assists in day-to-day departmental operations. Reconciles all activities related to expense management for departments/work units as assigned. Works under general supervision and may make some work procedural decisions which do not contravene policies. Generally, determines work sequences (which task comes first) within any department/divisional guidelines.
Position Information Essential Functions and Responsibilities: Oversees the development and formulation of athletic department policies and procedures for operations; receives and responds to questions and inquiries from department staff; trains and orients new and existing staff members in department/university fiscal policies and any revisions that are made thereto; serves as the department liaison to other offices and departments on financial matters.
Reviews and analyzes all department expenditures; prepares detailed financial reports as directed, including monthly reports and monthly/annual income summary reports; verifies report data for accuracy and completeness; provides detailed financial data and information for budget preparation.
Reconciles all budgets as assigned. Maintains expense records, files, and reports for various athletic department affiliates and operations; maintains payroll files and records for department staff; acts as a signature authority on all forms as assigned; performs fiscal year beginning and ending financial responsibilities.
Oversees the daily operations and activities of the department; coordinates office operations; reviews and approves invoices, time worked utilizing web time entry, supply/print shop requisitions; assists with other miscellaneous tasks as directed. In the absence of departmental leadership, assigns FOAPs on p-card charges for all card holders. Creates and maintains reconciliation system for team travel. Trains new employees on system as required. Performs cost benefit analysis regarding equipment purchases.
Advises coaches on independent contractor policies and procedures.
Responsible for processing Banner reports as assigned. Maintains multiyear parameters for reporting. Creates instructions for reporting processes.
Maintains credit cards for athletic department and responsibilities within Concur. Assigns FOAPs, creates/signs business-related and entertainment expense forms, documents and maintains receipt records as required. Approves p-cards by reviewing the FOAPs/attachments for monthly credit card charges. Reconciles all department monthly credit card charges and writes journals as needed.
Acts as delegate and provides support for all department personnel travel. Acts as liaison with Procurement Services. Responsible for the reconciliation of all travel expenses. Approves travel requests and travel expense reports.
Assists with administration, submission, and processing of various forms as assigned. Reconciles expenses related to forms. Creates fillable forms as needed.
Processes sport tournament forms required for expense reimbursement. Maintains individual sport tournament records, current and historical. Calculates the net profit/loss and journals the amount to appropriate FOAPs.
Approve invoices/purchase requisitions. Investigates issues with purchase orders. Requests close on purchase orders and reviews status of invoice payments.
Submits banner application forms for approval of web time entry for new supervisors or leave report approval. Responsible for creating/submitting Banner Security forms for new FOAPs for all athletic business office personnel and athletic director.
Responsible for sending termination forms as needed. Assists supervisors in the submission of graduate student information.
Supervises student support staff throughout the employment cycle; coordinates work activities and routinely participates in training and evaluation. Manages the Institutional Work Study program within the department. Processes student employment forms for international students and non-international students. Communicates with athletes throughout process as needed.
Responsible for student employment budget. Communicates monthly the budget status with the academic center staff.
Processes, maintains, and submits occasional service and additional pay forms. Reconciles with payroll reports.
Responsible for purchase requisitions for department. Includes entering requisitions into electronic system, and tracking the status.
Provides monthly reports to head coaches. Provides budget information to leadership as needed.
Reviews and updates department operations manual. Bi-annually updates the office policy manual.
Participates on committees as assigned.
Assists the Penguin Club as needed and assigned.
Trains staff on CKR preparation for Thanksgiving/Winter/Spring meal money while dining services are closed.
Processes and reconciles submission of CKR and documentation.
Assists with year-end journals. Reviews year-end report and provides recommendations for changes. Closes out each sport and reviews any budget deficits. Creates and submits memos to transfer deficits to sports restricted FOAPs. Edits records accordingly.
Responsible for the reconciliation and resolution of financial records and files as assigned.
Assists with the organization of athletic events and participates in public relations and community service activities.
Other Functions and Responsibilities: Complies with all NCAA, conference, and institutional regulations.
Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions.
Performs any and all other related duties as assigned or directed in order to promote, further, and ensure the effective and efficient operation of YSU.
Demonstrates regular and predictable attendance.
Equipment Operated: Computer and all other standard office equipment.
Supervision Exercised: Supervision is exercised over student employees.
Reports to: Assistant Athletics Director, Finance and Business Operations
Qualifications and Competencies Minimum Qualifications: Bachelor’s degree and two years of experience in business, finance, accounting, or a related discipline.
Preferred Qualifications: Proficient in Concur travel system.