Operations Supervisor - Athletics

EXPIRED

Title: Operations Supervisor

Department: Athletics

Duration: Indefinite

Employment Status: Non-Exempt, Full-Time, 40 hours/week

Job Summary

Reporting to the Associate Athletics Director, Budget and Finance/Head Coach Women’s Basketball, the Operations Supervisor is responsible for assisting in the daily operations of the department, ensuring effective coordination of scheduling, purchasing, and contracts. This position supports financial tasks, including reviewing payables, processing donations, and handling reimbursements. The Operations Supervisor also assists in planning and executing special events, maintaining athletics facility schedules, and supporting student-athlete eligibility management. Additionally, this role provides customer service to students, staff, and community members while supporting various administrative functions within the department.

Job Duties

• 40% - Daily Operations - Manage the daily operations of the Athletics Department, ensuring efficient execution of scheduling, purchasing, contracts, and general office administration. Provide training, onboarding, and scheduling to student workers. Address phone calls, emails, and customer service inquiries while maintaining the community pass program. Process and track HR-related forms for staff and volunteers, including time sheets, leave reports, and attendance for athletics staff. - (Essential)
• 25% - Financial Management - Review and process department payables, monthly reimbursements, and reconciliations. Manage donation processing, including weekly gift reports for coaches. Oversee budget tracking for various athletics programs and ensure timely submission of financial documentation and reports. - (Essential)
• 15% - Event Coordination and Support - Plan and execute key athletics-related events, such as Family Weekend, Hall of Fame ceremonies, and awards celebrations. Handle event logistics, including scheduling, vendor coordination, and participant communication. Support the athletics department in maintaining engagement with alumni and the campus community. - (Essential)

Title: Operations Supervisor

Department: Athletics

Duration: Indefinite

Employment Status: Non-Exempt, Full-Time, 40 hours/week

Job Summary

Reporting to the Associate Athletics Director, Budget and Finance/Head Coach Women’s Basketball, the Operations Supervisor is responsible for assisting in the daily operations of the department, ensuring effective coordination of scheduling, purchasing, and contracts. This position supports financial tasks, including reviewing payables, processing donations, and handling reimbursements. The Operations Supervisor also assists in planning and executing special events, maintaining athletics facility schedules, and supporting student-athlete eligibility management. Additionally, this role provides customer service to students, staff, and community members while supporting various administrative functions within the department.

Job Duties

• 40% - Daily Operations - Manage the daily operations of the Athletics Department, ensuring efficient execution of scheduling, purchasing, contracts, and general office administration. Provide training, onboarding, and scheduling to student workers. Address phone calls, emails, and customer service inquiries while maintaining the community pass program. Process and track HR-related forms for staff and volunteers, including time sheets, leave reports, and attendance for athletics staff. - (Essential)
• 25% - Financial Management - Review and process department payables, monthly reimbursements, and reconciliations. Manage donation processing, including weekly gift reports for coaches. Oversee budget tracking for various athletics programs and ensure timely submission of financial documentation and reports. - (Essential)
• 15% - Event Coordination and Support - Plan and execute key athletics-related events, such as Family Weekend, Hall of Fame ceremonies, and awards celebrations. Handle event logistics, including scheduling, vendor coordination, and participant communication. Support the athletics department in maintaining engagement with alumni and the campus community. - (Essential)
• 15% - Student-Athlete and Facility Scheduling - Collaborate with the Registrar and other academic departments to ensure the NCAA eligibility of student-athletes, track academic progress, and ensure compliance with academic and athletic requirements. Manage and coordinate athletics facility schedules, reserving spaces for practices, events, and competitions, including coordinating external bookings and overseeing official scheduling and payments. - (Essential)
• 5% - Other Duties - Perform other tasks as needed, such as supporting special projects, assisting with department-wide initiatives, and responding to emergent needs that arise within the Athletics Department. - (Essential)

Minimum Qualifications

• Bachelor’s Degree in Business Administration, Communications, Athletics or equivalent combination of education and experience.
• Three years of experience in administration or operational roles, with one year of experience in an athletic department or sports organization.
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
• Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy. Strong commitment to a quality work product.
• Demonstrated ability to effectively communicate verbally, in writing and electronically.
• Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
• Demonstrated commitment to justice, equity, inclusion & diversity.
• Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
• Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
• Ability to self-motivate and work independently. Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.

Preferred Qualifications

• Associate’s Degree in fields like Sports Management, Business Administration, Event Planning, or a related field, or equivalent practical experience.
• Experience working in a higher education environment.

EXPECTED HIRING RANGE: $27.90/hr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.

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