at Illinois Wesleyan University in Bloomington, Illinois, United States
Job Description
The Athletic Operations Specialist is responsible for overseeing the daily operational functions that support the university’s athletic programs. This role collaborates with coaches, administrators and external partners to coordinate resources, assist with development of policies and procedures, to streamline operational processes and ensure that logistics run smoothly. Assist the Director of Athletics and Senior Athletic Director with the preparation of annual reports, compilation of information, and compliance reports that ensure adherence to NCAA, conference and university regulations. This is an on-campus position; full time August-May (37.5 hrs/week), part-time June & July (20 hrs/week). Generous benefits include health, retirement, considerable time off, and access to multiple tuition programs for employees and dependents.
Responsibilities:
- Athletic Operations Management; assist the Athletics Director (AD) with daily operations of the athletic department to ensure efficiency and effectiveness; collaborate with Senior Administration to assist with the operational policies and procedures; communicate with key parties regarding athletic operations and events; work with key collaborative partners on campus to manage needs and requests of athletic department; keep shared databases up to date with key constituents; work with AD to coordinate information to staff and coaches that will align operations with strategic goals; work with AD in scheduling meetings and agendas; supervise and manage time card reporting for student workers and part time ticket managers; assist Associate AD with onboarding of staff and student-athlete development; inventory and manage office supplies
- Game Day and Event Operations; Oversee the communication with the President’s Office on game day, president tent at football games, and assist AD with alumni and donor events; attendance and support at key events, ie homecoming, family weekend, for check in or troubleshooting; create and continually update athletic department calendar for award recognitions, special event, donor and alumni events, recruiting events, updating key attendees/departments; collaborate with communications and facilities to ensure proper coverage, marketing and required necessary equipment for the event; assist administration with NCAA and conference events with hospitality, awards, and communication
- Budget Reporting; assist the AD in preparing annual reports, summarizing department operations and finances; work with AD to gather and organize data for University Board Meetings, ensuring all relevant operational and financial information is accurate; assist AD in maintaining records of expenditures, contracts and operational reports; assist in monitoring budgets related to operations, travel and facilities, not to exceed allotted budget and meeting university fiscal goals; manage department orders with vendors/retailers
- Compliance Reporting; assist Associate AD in monitoring department compliance; compile and submit compliance reports to university, conference and NCAA; assist in communicating NCAA, conference or university changes to coaches and staff
