The Operations Manager is a member of the Chapman University Athletics department and edits, plans, coordinates, and directs the administrative and financial operations for the Athletics department. Reporting to the Director of Athletics, this position coordinates financial processes and institutional compliance, improves accountability, coordinates legal contracts, controls expenses, and monitors financial activity in a thorough and timely manner ensuring strict adherence to fiscal and administrative policy, while working with department colleagues to ensure the same. The Operations Manager works directly with coaches and directors in the appropriate management of accounts in addition to serving as primary contact for all team travel and assists the Athletics Director in coordinating and overseeing new hires, onboarding, separations, and terminations. This position is also responsible for NCAA financial reporting and oversight of university branding with equipment and apparel. Perform other duties as assigned.
Financial Operations Manage Athletics Department purchases, expenditures and reimbursements made by various coaches and teams. Communicate with outside vendors and partners regarding university financial and legal policies. Approve and manage budget for equipment and supplies, providing accountability to ensure expenditures stay within department and team annual budgets. Serve as primary liaison between AP/Financial Services and Athletics external vendors. Responsible for submission of NCAA postseason expense reports. Work closely with Financial Services, Purchasing Department, Accounts Payable, and Athletics Director in reviewing, reconciling, and resolving financial and budgetary matters. Responsible for tracking operational and restricted spending for 21 varsity teams. Generate monthly and year-end reports to assist with budget analysis and projections. Provide support and reconcile ticketing with basketball, football, NCAA and SCIAC Playoffs. Facilitate smooth fiscal year-end close and report potential variances. Assist in the preparation of annual reports for NCAA, Clery, Sustainability, and EADA for Athletics Director.
Administrative Operations Serve as liaison for Athletics department with the Office of Human Resources, regarding hiring, separations, and personnel management. Onboarding of new hires and acclimation to the Athletics department and university and off-boarding separations. Serve as primary contact to the Offices of General Counsel and Risk Management for day-to-day operations with external vendors to coordinate and execute contracts, including insurance requirements, for all 21 varsity teams. Contract and provide timely payment of game officials, working through SCIAC assignors. Manage travel arrangements and detailed itineraries for all 21 sports of varying size, time constraints, and budgets. Oversee approval of authorized driving personnel for Athletics Department working with Risk Management, Transportation Services, and external agencies. Primary Athletics contact with apparel vendors for purchasing and licensing in order to ensure uniforms and apparel aligns with university branding initiatives.
Supervision Hire, supervise, train, and provide performance feedback to Administrative Supervisor, Interns, and Administrative Student Employees.
Event Operations Attend Athletics Department and assist Administrative Supervisor with preparation of events as needed to steward donors, prospective supporters, athletes and parents.
Other duties as assigned
Bachelor’s degree or equivalent education with a minimum of 2 years of budget management, accounting and/or fiscal reconciliation experience.
Minimum of 2 years’ experience providing basic accounting support, including monitoring budgets and expenses for multiple departments.
Proven experience in all phases of the budgetary process, including experience with the development of an annual budget.
Experience in interpretation, application, and compliance with financial policies and regulations and training others in compliance matters.
Strong analytical skills to analyze correspondence, reports and spreadsheets, and resolve discrepancies.
Ability to use tact and diplomacy and maintain a high level of confidentiality at all times; demonstrates excellent judgement.
Strong organizational and time management skills, with the ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload and carry them out in a timely manner to meet deadlines.
Ability to work effectively as part of a team. Excellent interpersonal skills with the ability to interact with various groups of individuals at all organizational levels, both inside and outside of the University
Strong technical skills to learn and use enterprise systems and applications needed for this position.
Proficient in M/S Office, including Outlook, Word, and Excel.
Desired:
Experience managing others
Master’s Degree
Knowledge of PeopleAdmin, PeopleSoft, SAP Concur, BofA Works, RefQuest, and Office Solutions
Certification in First Aid/CPR, CSA, FERPA, Fair Admissions
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.
The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.
