Athletics Operations Manager

Since 1920, Mount St. Joseph University has provided an education that is based on interdisciplinary liberal arts and professional curricula emphasizing mission, values, integrity, and social responsibility. Faculty and staff deliver high-quality academics, hands-on experiential learning, and personalized attention to support student success. Join our award-winning team, recognized as a 'Best College to Work for,' and be part of a vibrant culture that places a premium on collaboration and belonging.

Position Purpose

The Athletics Operations Manager provides critical operational leadership and administrative oversight for the Department of Athletics and Recreation, ensuring effective budget stewardship, compliance with university policies, and seamless coordination of departmental logistics, events, and business operations in support of Mount St. Joseph University's mission and student-centered athletic experience.

Key Responsibilities

Administrative Operations, Compliance & Office Management

• Serve as the department's primary point of contact for employees, students, prospective students, families, and external stakeholders, providing professional customer service and administrative support.
• Manage the appointment calendar and scheduling logistics for the Vice President and Director of Athletics.
• Prepare, edit, proofread, and distribute departmental documents, reports, proposals, correspondence, spreadsheets, and publications, including proofreading materials produced by the Sports Information Office.
• Maintain strict confidentiality and secure handling of sensitive student and employee records in accordance with university policies and applicable regulations, including FERPA, HIPAA, and disciplinary records.
• Oversee adherence to university administrative policies, procedures, and operational standards within the department.
• Coordinate office operations across all athletic facilities, including supply inventory management, equipment oversight, and submission of maintenance and service requests as needed.
• Assist with departmental mailings, communications to prospective students, and general correspondence.
• Maintain organized office systems, records, and filing processes to ensure operational efficiency and accessibility.

Athletics Compliance & Operational Coordination

• Coordinate administrative processes related to NCAA compliance documentation, ensuring accuracy, completeness, and alignment with official team rosters prior to each athletic season.
• Support departmental compliance efforts by monitoring documentation requirements and facilitating timely completion of required reporting.
• Coordinate logistical arrangements for athletic contests and departmental operations, including communication and scheduling with game officials and external event personnel.
• Facilitate operational details necessary for the seamless execution of athletic events and related departmental activities.

Event Management, Executive Support & Travel Coordination

• Lead the planning and coordination of the annual Athletic Hall of Fame Dinner, including communication with inductees, families, alumni, and event guests; collaboration with campus and external partners on menu planning, invitations, programs, décor, and event logistics to ensure successful execution.
• Coordinate business travel arrangements for Athletic Department leadership, ensuring timely scheduling and adherence to university travel procedures and budget guidelines.
• Schedule employee candidate interviews and coordinate associated travel and hospitality arrangements to support departmental recruitment efforts.
• Partner with internal university departments and external vendors to manage event-related logistics, communications, and operational details that enhance departmental engagement initiatives.

Financial Operations & Budget Stewardship

• Manage day-to-day budget activity for the Department of Athletics and Recreation, ensuring fiscal accuracy, compliance with university policies, and effective stewardship of departmental resources.
• Oversee monthly credit card reconciliation for coaching staff and review purchasing activity for compliance with institutional spending guidelines.
• Process purchase orders, invoices, reimbursements, and related fiscal transactions while maintaining accurate financial records and supporting documentation.
• Monitor and manage expenditures across unrestricted cost centers and restricted fiscal projects to ensure alignment with approved budgets and funding parameters.
• Support the development, preparation, and maintenance of annual planning and budget spreadsheets, reports, and financial forecasting documentation.
• Monitor student worker budget allocations and assist in maintaining compliance with departmental staffing budgets.
• Coordinate timely payment processing for officials and game-day personnel through RefQuest and other approved university systems.
• Assist coaching staff with processing student-athlete meal money direct deposits and related financial transactions.
• Oversee vendor-related financial processes, including contract administration support, invoice verification, payment coordination, and inventory oversight for departmental purchases and deliveries.
• Collaborate with departmental leadership to identify budget trends, reconcile discrepancies, and support sound financial decision-making.

Other Duties

• Support the mission, vision, and philosophy of the university
• Collaborate with other departments such as Mission & Belonging, Wellness Center and external affiliates such as the HCAC, and NCAA Division III.
• Assist with new opportunities to enhance the department's services and team efforts.
• Perform additional duties as assigned.

Primary Contacts

• Internal: Athletic Department staff and student employees, Admission staff, Registrar, Faculty Athletic Representative, and other university staff.
• External: Vendors, e.g. BSN; prospective students and families, enrolled students, local community members, officiating crews, and other external stakeholders.

Supervision

• Supervision Exercised: Student employees
• Supervision Received: VP and Director of Athletics

Education

• Associates degree required. Bachelor degree preferred.

Experience

• Minimum of 2 years of experience as an office manager in a busy office environment.
• Working with athletics or sports programs preferred.
• Event coordination
• Budget administration

Specialized Skills

• Proficiency in Microsoft Office (Word, Excel, PowerPoint, etc.).
• Familiarity with RefQuest software desired.
• Strong organizational, time-management, and communication skills.

Additional Information

The Athletics Operations Manager is expected to contribute to the team by welcoming new work requirements, exploring opportunities to improve services, and collaborating with colleagues to achieve departmental goals.

Benefits

Mount St. Joseph University offers a wide array of benefit options, to meet the financial, educational, health, and wellness needs of you and your family. Eligibility varies by position and FTE.

• Tuition Remission for you and your family.
• 403b Retirement
• Excellent benefits including medical, employer HSA contributions, dental, vision, life, parental leave.
• Generous PTO.
• 16 paid holidays.
• Competitive salaries.
• Opportunity to work in a dynamic and collaborative educational environment.
• Professional development opportunities.

To apply, please upload a cover letter, resume, and contact information with three professional references via Paycom.

A review of resumes will begin immediately and continue until the position is filled.

Please click here to review the University's policies on E-Verify, Equal Opportunity, and Non-Discrimination.

Mount St. Joseph University is an Equal Opportunity Employer