Assistant Athletics Director for Administrative Services (0078613)

EXPIRED

Description

Title: Athletic Support Specialist (Assistant Athletics Director for Administrative Services) (0078613)

Position Number: 0078613

Hiring Unit: Athletics Department

Location: UH at Manoa

Date Posted: June 16, 2025

Pay Band : B

Salary : Salary schedules and placement information

Full time/Part Time : Full Time

Description

Title: Athletic Support Specialist (Assistant Athletics Director for Administrative Services) (0078613)

Position Number: 0078613

Hiring Unit: Athletics Department

Location: UH at Manoa

Date Posted: June 16, 2025

Pay Band : B

Salary : Salary schedules and placement information

Full time/Part Time : Full Time

Temporary/Permanent : Permanent

Funding : Special Funds

Other: Continuous recruitment until programmatic needs are met. For best consideration, review of application to begin July 2, 2025.

Duties and Responsibilities:

• Under the supervision of the Associate Athletics Director for Internal Operations, position is responsible for contract development, administration and negotiation, master calendar administration, and provides administrative support on a wide variety of administrative responsibilities.
• *Contract Administrator for the Athletics Department in the areas including but not limited to contracts, software agreements, apparel agreements, facility use agreements, rentals, and other agreements including but not limited to athletic event agreements, procurement contracts and hotel agreements, as necessary.
• *Reviews contracts and agreements, identifies and determines if contract's financial, technical, and legal terms are in compliance with applicable federal and state laws, rules, regulations, NCAA bylaws, and university policies and the terms are acceptable to the University.
• *In collaboration with the Athletics Director, Associate Athletics Director for External Affairs and/or Office of General Counsel (OGC) personnel, drafts alternative provisions to unacceptable terms and negotiate such terms with other parties (e.g. Other Universities, software companies, apparel companies, etc..), as applicable in the best interest of the University.
• *Works with the Fiscal Administrator to ensure contracts comply with University procurement policies.
• *Drafts Athletics Department contracts and agreements in compliance with applicable federal and state laws, rules, regulations, NCAA bylaws, and university policies.
• *Department liaison with University officials (i.e. Office of General Counsel, Office of Strategic Development and Partnership and/or Risk Management Office) ensuring contracts and agreement are in compliance with applicable policies and procedures.
• *Assists the Athletics Director and Associate Athletics Director with contract development for football games.
• *Consults with Athletics administrators, program heads and/or other relevant personnel to understand the needs of the program and resolve any questions or issues related to the terms and conditions of the contract and/or agreement.
• *Recommends and implements changes to program policies and standard operating procedures to improve operations to achieve the most efficient and economical service.
• *Provides administrative support for managing the Athletics Department Master Calendar including all 21 sport program's contests and other events held on Lower Campus.
• *Ensures all events are accurately recorded, game contracts are completed and events scheduled are within department policy (e.g. no event on graduation day or football game day). Ensures all impacted departments are cognizant of scheduled events.
• *Leads monthly Master Calendar scheduling meeting with all involved parties, including but not limited to the sports program, marketing, media relations, athletic training, facilities, parking, and ticketing.
• *Coordinates schedule changes to comply with facility use permits and event overlaps.
• * Manages and processes Freedom of Information Act (FOIA) requests ensuring compliance with relevant regulations and deadlines, and advising on FOIA-related policies and practices.
• *Serves as a member of the athletics leadership team, providing strategic direction for the department. Works as a team member to identify coordinate, evaluate, and solve problem areas.
• *Reviews department manual, updating policies, guidelines and other pertinent material ensuring compliance with NCAA rules and regulations.
• *Maintains confidentiality to include but not limited to information, files and records that the incumbent may obtain or possess, in accordance with federal and state laws and University of Hawaii policies.
• *Maintains collaborative working relationships with administrators and coaches in the department and other college offices and appropriate relationships w/members of the media, donors, and other individuals interested in the Athletics Department and assigned sport programs.
• Knows, recognizes, and complies with the laws, policies, rules, and regulations governing the University of Hawaii and its employees, and the rules of the NCAA and affiliated conferences as now constituted or as may be amended in the future. Immediately advises the Director of Athletics or designee if you have reasonable cause to believe violations, whether by employees, students, or others have occurred or will occur.
• Other duties as assigned.

* Denotes Essential Functions

Minimum Qualifications

• Possession of a baccalaureate degree in education, business administration, sports administration, business law or related field and three (3) years professional experience with contract development, administration and negotiation; or any equivalent combination of education, and/or professional work experience which provides the requires education, knowledge, skills and abilities as indicated.
• Considerable working knowledge of principles, practices and techniques in the field of contract development, administration and negotiation. contracting, business, and/or fiscal administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
• Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with contract development, administration and negotiation.
• Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
• Demonstrated ability to operate a personal computer and apply word processing and spreadsheet software.
• If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
• Knowledge of contract administration, including records development and management.
• Ability to exercise initiative by anticipating and proactively resolving contractual and operational issues or situations.
• Ability to work effectively and independently under pressure, with frequent interruptions, and remain flexible in handling several concurrent projects with competing deadlines.
• Demonstrated ability to exercise discretion and sound analyses to a variety of administrative support, program management or related issues.
• Ability to handle confidential information with a high level of tact, discretion, and diplomacy.
• Detailed oriented, excellent organization and time management skills.
• Ability to provide excellent customer service.
• Ability to prioritize, multi-task and meet goals in a fast-paced environment.
• Ability to work cooperatively and effectively with people of various backgrounds.

Desirable Qualifications

• Experience working in a Division I intercollegiate environment.
• Knowledge of NCAA rules and regulations.
• Juris Doctor
• Specialized knowledge of state and federal laws and UH policies and procedures applicable to contracts and agreements.
• Knowledge of cost principles; procurement rules; University policies and procedures governing proper management of contracts, leases or other agreements.
• Experience in legal issues, including but not limited to, contract administration, intellectual property, trademark, disclosure of information.
• Ability to understand and work effectively in Hawai‘i’s multi-cultural society.

TO APPLY: Click on the “Apply” button on the top right corner of the screen to complete an application and attach 1) cover letter indicating how you satisfy the minimum and desirable qualifications, 2) resume, and 3) names of 3 professional references (include title, email and phone number).

INQUIRIES: Paula Nishimoto, Human Resource Specialist, paulaa@hawaii.edu

EEO, Clery Act, ADA

The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/office...

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