TITLE Assistant Director of Athletics for Business Administration
CLASSIFICATION NUMBER 5668
IMMEDIATE SUPERVISOR Director of Athletics
MAJOR ADMINISTRATOR President
The Assistant Director of Athletics for Business Administration monitors and oversees all financial aspects of the athletics department and assists in the administration of the ticket office as it relates to athletics. The Assistant Director of Athletics for Business Administration oversees budgets, financial statements, and payroll records, performs spreadsheet forecasting and fiscal planning, approves purchase orders, serves as procurement card coordinator for Intercollegiate Athletics, approves expenditures, recommends allocation of resources, and performs other duties as assigned. The Assistant Director of Athletics for Business Administration serves as a liaison with the Chief Financial Officer and the University Foundation Coordinator.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor’s degree is required. A Master’s degree is preferred.
Experience: At least three years of administrative experience is required. Knowledge of NCAA rules and regulations governing the conduct of intercollegiate athletics is preferred. Budgetary experience, accounting, or a fiscal management background is preferred.
Skills: Strong verbal and written communication skills as well as excellent interpersonal skills are required. Management and organizational skills are required. Proficiency with computer applications are required; Excel skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Other: The scope of the position requires weekend and evening work and overnight, out of town travel.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Serves in a leadership role as part of the Intercollegiate Athletics’ management team for all matters relating to budgeting and financial management.
2. Manages and supervises the daily operations of the Intercollegiate Athletics business office and ensures that all business and financial guidelines of the department are in full compliance with university, state, and NCAA guidelines.
3. Works with the Box Office Manager to maintain necessary records of ticket sales for athletic and non-athletic events.
4. Ensures implementation of internal control policies and procedures as required to support cash/revenue collection, inventory control, accounting requirements and financial reporting.
5. Supervises the posting and maintenance of all accounting records for Intercollegiate Athletics, reconciles and balances all accounts with the statement of accounts generated by Financial Services each month and at the close of the fiscal year, and supports the Director of Athletics with budget analysis and monthly budget reports for each sport.
6. Assists the Director of Athletics and Senior Associate Athletics Director with preparation of the annual department budget and acts as a primary contact person for budget questions.
7. Serves a liaison for all Athletics department procurement card holders and review expenditures, reconciles charges to supporting documents, and assigns appropriate expenditure codes.
8. Provides guidelines to coaches to ensure compliance with campus and state fiscal policies.
9. Serves as a liaison with the University’s Financial Services unit and meets regularly with designated contacts in Financial Services to discuss current business and accounting issues and ensures an open line of communication.
10. Implements departmental procedures for the purchase of supplies and equipment in accordance with University policy and coordinates the preparation of purchase vouchers, requisitions, budget transfers, and interdepartmental budget transfers.
11. Develops and implements procedures for obtaining travel advances and submitting expense vouchers for the coaches and staff and oversees team travel arrangements and proper allocation of travel expenses to appropriate budgetary categories.
12. Maintains necessary income and expense records to provide required financial and statistical reports to the Director of Athletics, University administrators, and auditors.
13. Oversees the training, initial interpretation, and day-to-day implementation of University conference and NCAA rules applicable to the Intercollegiate Athletics business office.
14. Assists the University's Intercollegiate Athletics program to achieve the parallel goals of development of quality, competitive athletics teams and support of the individual educational goals of student-athletes by managing the personnel, budgetary, facility, and equipment resources available to the athletics program, developing policies and procedures designed to assure achievement of internally and externally established goals and objectives, and continuously evaluating individual and unit performance toward achievement of those goals and objectives.
15. Reduces the likelihood for violations of National Collegiate Athletic Association (NCAA) rules and regulations, particularly those regarding student eligibility to participate in intercollegiate athletics, by ensuring that the athletics program is in compliance with NCAA rules and regulations governing extra benefits and financial aid.
16. Manages funds by overseeing and exercising final authority over sports expenditures.
17. Promotes a positive image of the Intercollegiate Athletics program and the University by participating in community and professional organizations and representing the University at professional, conference, and community meetings.
18. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
19. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as directed by the supervisor.
20. Contributes to the overall success of the Intercollegiate Athletics program by performing all other duties and responsibilities as assigned by the Director of Athletics.
The Associate Director of Athletics for Business Administration is supervised by the Director of Athletics and supervises assigned staff.
OFFICE OF HUMAN RESOURCES
REVISED AUGUST 2016
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 2 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.
Factor 3: Interactions with Others
Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.
Factor 4: Job Controls and Guidelines
Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.
Factor 5: Managerial Responsibility
Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.