Athletic Operations Coordinator

Athletic Operations Coordinator

The Athletic Operations Coordinator is responsible for the comprehensive planning, coordination, and execution of all athletic event operations. This includes leading and managing all aspects of game-day activities for home and away contests to ensure smooth, safe, and high-quality event experiences. The coordinator plays a key role in supporting the department's mission by delivering a first-class environment for student-athletes, visiting teams, officials, and spectators.

The role requires a high level of organization, attention to detail, and the ability to collaborate effectively with internal and external stakeholders.

Financial and Administrative Management

• Track all Athletics team expenditures and income, including processing payment requests, deposits, and credit card reconciliations.
• Assist coaching staff with administrative procedures, including travel arrangements, payment requests, lodging, meals, and reconciliation of travel expenses.
• Generate necessary institutional forms to support departmental processes and collaborate with the Office of Human Resources to prepare confidential HR and payroll requests for temporary, student, and regular staff.
• Maintain internal budget spreadsheets to track expenses per team, event, and travel trip.
• Assist with preparation and management of game/match contracts, ensuring all required signatures are obtained.

Event and Game-Day Operations

• Serve as a primary point of contact for visiting teams, officials, and game personnel on game days.
• Act as 'Game Day Administrator' as assigned, resolving operational issues and providing direction to staff during intercollegiate events.
• Coordinate and assist with all aspects of game-day operations for home athletic events, including event setup and breakdown, scheduling, staffing, and execution.
• Support logistics and planning for special departmental events such as Sophomore Day, championships, and athletic banquets.
• Assist in establishing officiating schedules for all athletic competitions, maintain communications with officials and opposing teams, and ensure timely and accurate payments.

Team Travel Coordination

• Plan, schedule, and coordinate transportation for sports teams, including buses, vans, flights, rental vehicles, and drivers.
• Reserve hotel accommodations and prepare comprehensive travel packets for coaches and student athletes, including all necessary travel documents.
• Collect and process receipts associated with each trip to ensure accurate tracking of expenses and compliance with institutional procedures.

Staff and Student Support

• Hire, train, supervise, and schedule student workers to assist with athletic operations and events.
• Coordinate requests for business cards, keys, and other departmental resources for staff as needed.
• Maintain and manage the shared Outlook calendar for games, practices, and departmental events.

General Duties

• Serve as a liaison between Athletics and other campus offices, ensuring smooth coordination of operational needs.
• Perform additional duties assigned by the supervisor to support departmental goals and initiatives.

Education Requirements

• A bachelor's degree is required.
• A Bachelor's degree in Physical Education, Health Education, Exercise Sciences, or related areas preferred.

Experience

• Experience in budgetary and supervisory endeavors associated with facility management preferred.
• Two (2) years of experience in fitness/exercise preferred.
• Proficient in Microsoft Suite (Word, Excel, Outlook, PowerPoint).
• Outstanding customer service and communication skills.
• CPR/First Aid/AED certification required; training available.

Competencies and Skills Required

• Must possess strong organizational skills.
• Must possess strong interpersonal skills to interact tactfully and courteously with students, the public, faculty, and other staff members.
• Must be a 'quick study' to quickly grasp knowledge of policies and procedures relating to every aspect of student services that a prospective or current student may utilize.
• Analytical and problem-solving skills.
• Ability to take the required initiative to solve problems.
• Ability to collaborate with others.
• Commitment to student service and a diverse population.

Physical Demands and Work Environment

• This position's duties are normally performed in a typical interior/residence work environment, based on the activity scheduled.
• Some physical effort is required; however, the employee must occasionally lift and/or move up to 25 pounds.
• No or very limited exposure to physical risk.
• Some travel is required.

Salary - $58,000 - $60,000

We offer a comprehensive benefits package for full-time faculty and staff which includes Medical, Dental and Vision Benefits. We also offer twenty vacation days, ten paid holidays, and a ten-week summer work schedule which allows the college to close on Fridays. Other additional benefits include gym privileges, tuition remission for credit and non-credit courses at UCNJ Union College of Union County, NJ, and tuition reimbursement for an approved…