Athletics Operations Manager

Athletics Operations Manager

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 1160 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.
  • Coordinates 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…