5663 Associate Director of Athletics for Business Administration

CLASSIFICATION  Exempt

IMMEDIATE SUPERVISOR Director of Athletics

MAJOR ADMINISTRATOR President

GENERAL FUNCTION

The Associate Director of Athletics for Business Administration monitors and oversees all financial aspects of the athletics department and administers the ticket office as it relates to athletics.  The Associate Director of Athletics for Business Administration assists in game day operations of athletics events, oversees budgets, financial statements, and payroll records, performs spreadsheet forecasting and fiscal planning, approves purchase orders, serves as procurement card coordinator for Intercollegiate Athletics, and performs other duties as assigned.  The Associate 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 in accounting or related field required. A Master’s degree in accounting, business administration or related field is preferred.  A C.P.A. is preferred.

Experience: At least five 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 and especially Excel skills are 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 ticket office and ensures that all business and financial guidelines of the department are in full compliance with university, state, and NCAA guidelines.

3. Ensures implementation of internal control policies and procedures as required to support cash/revenue collection, inventory control, accounting requirements and financial reporting.

4. 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.

5. Assists the Director of Athletics and Associate Athletics Director with preparation of the annual department budget and acts as a primary contact person for budget questions.

6. 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.

7. Implements departmental procedures for the purchase of supplies and equipment in accordance with University policy, serves as the liaison with Procurement Services, and coordinates the preparation of purchase vouchers, requisitions, budget transfers, and interdepartmental budget transfers.

8. 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.

9. Maintains necessary income and expense records to provide required financial and statistical reports to the Director of Athletics, University administrators, and auditors.

10. Oversees the training, initial interpretation, and day-to-day implementation of conference and NCAA rules applicable to the Intercollegiate Athletics business office.

11. 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.

12. 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 eligibility.

13. Manages funds by overseeing and exercising final authority over sports expenditures.

14. 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.

15. Contributes to the overall success of the Intercollegiate Athletics program by performing all other duties and responsibilities as assigned by the Director of Athletics.

SUPERVISION

The Associate Director of Athletics for Business Administration is supervised by the Director of Athletics and supervises assigned staff. 

OFFICE OF HUMAN RESOURCES

AUGUST 2009

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 5 - 3300 Points: Knowledge of the principles and methods of an administrative, managerial, or professional field such as accounting or auditing, financial management, information technology, business administration, human resources, engineering, law, social sciences, communications, education, or medicine. Knowledge permits employee to supervise projects and/or departments using standard methods to improve administrative and/or line operations. Knowledge also permits employee to plan steps and carry out multi-phase projects requiring problem definition and modified techniques, to coordinate work with others, and to modify methods and procedures to solve a wide variety of problems. Knowledge at this level requires a Bachelor's or Master's degree with substantial related work experience, including up to two years of administrative or supervisory experience. Alternatively, this level may require a professional or clinical degree beyond the Bachelor's degree with moderate related work experience; knowledge requirements include significant levels of related work experience.

Factor 2: Supervisory Responsibility

Level 4 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

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 5 - 2350 Points: Work involves primary accountability for a larger 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, influences internal or external operations, or impacts students, faculty, and/or staff. Work activities have a direct and significant impact on the department. Work activities also have a significant effect on the efficiency and reputation of the cost center and represent a relatively major function within the cost center. At this level would be jobs in which the incumbent may have responsibility for developing budgets, distributing budgeted funds, and exercising primary control over a moderately-sized budget.