Athletics Operations Manager

Position Summary

Reporting to the Director of Athletics, the Athletics Operations Manager provides broad operational leadership and administrative oversight for a large, complex interscholastic athletics program at Phillips Academy, a 9–12 boarding school of 1,160 students in Andover, Massachusetts. This position supports the daily execution of dozens of interscholastic sports and related programs by coordinating departmental operations, game‑day logistics, team travel, facility use, equipment‑room functions, budget administration, vendor coordination, and communications.

The Operations Manager serves as a central operational resource for students, coaches, families, faculty, staff, officials, visiting teams, vendors, and campus partners. The successful candidate will be highly organized, service‑oriented, technically capable, and able to manage multiple priorities in a fast‑paced, student‑centered environment. This role requires sound judgment, strong communication skills, careful attention to detail, and a collaborative approach to supporting safe, efficient, welcoming, and mission‑aligned athletic experiences.

• Department Operations and Administration
  • Manage the daily operational workflow of the Athletics Department, ensuring that administrative systems, communications, schedules, records, supplies, and departmental processes function efficiently and consistently.
  • Serve as a primary point of contact for students, families, faculty, staff, coaches, officials, visiting teams, alumni, vendors, and visitors, providing responsive, professional, and student‑centered service.
  • Oversee the student athletic sign‑up/add‑drop process for every team.
  • Provide high‑level operational support to the Director of Athletics and department leadership, including correspondence, reports, presentations, and departmental communications.
  • Management oversight of Head Equipment Manager and administrative office staff.
  • Coordinate the daily and weekly scheduling, timing, and faculty usage for all athletic programs, interscholastic and LIFE Sports.
• Game‑Day, Event, and Facility Operations
  • Coordinate logistics for home athletic contests and special events, including schedules, staffing needs, venue preparation, visiting‑team support, officials, equipment, signage, supplies, and post‑event follow‑up.
  • Work collaboratively with coaches, athletic trainers, facilities staff, campus safety, dining services, communications staff, and other campus partners to support safe, efficient, and well‑coordinated practices, contests, tournaments, and community events.
  • Support scheduling and use of athletic facilities, fields, courts, locker rooms, meeting spaces, and related resources, helping to resolve conflicts and communicate changes in a timely manner.
• Team Travel and Logistics
  • Plan and coordinate team travel logistics, including transportation, lodging, meals, itineraries, tournament and event registrations, entry fees, roster information, emergency contacts, and related documentation.
  • Communicate travel plans clearly and proactively with coaches, families, students, campus partners, transportation providers, hotels, dining services, and other vendors as appropriate.
• Preseason Trip Coordination
  • Support the planning and coordination of athletics preseason trips in partnership with the Learning in the World office, coaches, families, students, and other campus partners.
  • Assist with trip logistics, including transportation, lodging, meals, itineraries, registration materials, student rosters, emergency contacts, required forms, risk‑management documentation, and communication with participants and families.
  • Help ensure preseason trips align with Academy policies, student safety expectations, travel protocols, budget guidelines, and the educational mission of the athletics program.
• Budget, Purchasing, and Business Operations
  • Assist the Athletic Director with administration of the Athletics Department operating budget, including expense tracking, purchasing, invoice processing, reimbursements, budget reconciliation, reporting, and preparation of budget materials.
  • Maintain accurate financial and…