Department Coordinator, Athletics

The Department Coordinator, Athletics shall perform high level tasks in relation to and in conjunction with departmental functions required to assist the Director of Athletics, Athletics Department staff, and Athletic Training department

Responsibilities

Responsible to model the University Mission through dedicated job performance, service excellence to constituencies, respectful collaboration and active support of the University's Mission and Catholic and Lasallian higher education.

FINANCIAL SERVICES RESPONSIBILITIES

Must have general knowledge of accounting and understanding of the requisition process and how they relate to purchase orders, invoices and payments.

• Ability to handle sensitive information in a confidential manner

• Provide accounting support involving accounts payable, budget status reports, check requests, and all payment requests.

• Maintains records and documents as required and necessary to ensure proper documentation of athletic program activities, events, participation, and related information for the purpose of complying with school policies.

• Collecting and entering all quotes and standing purchase orders for entire Athletics Department into accounting system (BANNER). Prepare requisitions for all department purchases, cash advances, entry fees, and other expenditures. Prepare direct pay forms for all other payment requests such as dues, subscriptions, referees etc. Secure appropriate signatures and submit to Accounts Payable.

• Process and submit for approvals employee expense reports for reimbursement, check for proper receipts and accuracy of reports.

• Prepare deposits for athletic fundraising activities.

• Review credit card statements with reconciliation reports for accuracy. Organize and scan all receipts and submit with completed reconciliations for each statement generated monthly. Send all scanned documents to Provost for further approvals.

• Work with the Purchasing department to ensure that Standing PO's are adequately funded or closed.

• Work with the purchasing department and other managers to resolve discrepancies between the PO, receipt transaction and invoices.

• Review invoices, prepare direct payment forms and forward to accounts payable department for payment. Verify that all bills have been paid and distribute checks within the department

• W9 forms-request and securely provide to the Purchasing department

• Decipher athletics vendor Issues and solutions for document processing and payments.

• Provides pertinent financial reports for athletics department staff and affiliated university staff members. Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions for all the athletics staff members.

ORGANIZATIONAL & OPERATIONAL RESPONSIBILITIES

• Compile financial reports as requested by Director of Athletics, Athletics Staff etc. as required.

• Compile data and financial reports for Director of Atheltics and Athletic head coaches.

• Distribute communications for Senior Women's Administrator, Faculty Athletics Representative and Sports Information Director.

• Responsible for online calendars DSE Rec and 25Live for all athletic department reservations. Includes reserving campus space for meeting rooms/classroom spaces, athletic events, summer camps, outside rentals, Meetings & Events University event requests, team meetings and study halls, practice schedules and game schedules for all athletic activities and events.

• Coordinates the collection, analysis and reporting of student athlete data for Senior Athlete Awards and Delahanty Awards. Order awards for the student athelte recipients, edit and print programs.

• Collects, prepares and distributes information for use in meetings of athletics staff and other Lewis committees (IAAC, SAAC, Staff Meetings).

• In conjunction with Assistant Athletic Director-External Relations: organizing events, distributing communication, and preparation of event materials for: Flyer Red Dinner, Annual Flyer Athletics Fund Golf Outing, Delahanty Awards, Senior Athlete Awards and other events as requested.

• Assists and attends select University sponsored events and activities.

• Use of Microsoft Office Outlook, DSE Rec and Microsoft Teams for scheduling departmental appointments, meetings, etc.

• Created and manages MS Teams workspace for athletics staff. Athletic documents for processes and procedures, calendars and important documents needed when traveling are included.

• Coordinate tasks for employees and new hires in the Athletics Department such as Technology Access Requests, email, phone, voice mail, credit cards, signage, computers and keys.

• Liaison between the athletics department and other university departments.

• Act as liaison to facilities for submitting and following up on work orders for JFK Sports Center, Fieldhouse, Sheil Hall, outside athletics facilities, athletic offices and other departmental requests.

• Weekly communication with Facilities, Meetings & Events and Sodexo staff to ensure athletic venues are cleaned and prepared before and after athletic events & activities.

• Coordinate concessions with Sodexo for athletic home events and other athletic activities.

• Assists the Coaching staff in the organization of transportation for all athletic contests. Includes communicating with bus carrier and coaches with trip itineraries, revisions & additions for trips rescheduled due to weather or COVID 19. Maintain contact with bus company to verify travel times and dates. Maintain open purchase order for bus company with Business Office to verify correct billing.

• Coordinate rental car/van travel for all athletics teams and staff. Verify delivery, return, and proper billing.

• Coordinate other travel arrangements for department as needed; including, but not limited to airline tickets, hotels, and restaurant reservations.

• Maintain van log for department's university vans. Distribute and collect keys around campus for entire university usage. Submit and follow up on work orders regarding vans.

• Utilize the University's Advisor Dashboard to print out student athlete's class schedules for coaches.

• Office Equipment & Supplies-Order paper and toner, and submit work orders and requisitions for repairs. Monitor office supplies and order equipment as requested.

OTHER RESPONSIBILITIES

• Other related duties as assigned by Director of Athletics

• Support transformational change to achieve institutional vision and strategies

• Identify service improvement opportunities that will better assist department goals and objectives

• Continually expand skills with continuous computer training through Lewis training sessions.

• Participate in testing and development of new tools in support of data quality and improvements.

Minimum Qualifications

Bachelor's degree in business, finance or related field. Requires effective oral and written communication skills, excellent interpersonal skills and strong computer literacy. Good problem-solving skills and the ability to multi-task are essential. Must be a self-starter, and have the ability to organize and prioritize work. Effectively communicate in a professional manner with all levels of personnel.

Computer skills: General operating software / hardware knowledge and ability to create documents, spreadsheets, reports, and graphic presentations (MS Word, Excel, PowerPoint, MS Teams). Must be able to navigate BANNER for financial reports. Knowledge in working with scheduling software DSE Rec and 25Live.

Preferred Qualifications Essential Duties Work hours

Full-time