Operations Specialist & A​/R Collections

Company: Omaha Sports Academy (a Willet & Cumro Innovations company)

Job Title: Operations Specialist & A/R Collections

Department: Operations & Finance

Start Date
: by November 2nd, 2026

Job Purpose:

The purpose of this role is to manage daily administrative operations, technology systems, registration processes, and accounts receivable collections for Omaha Sports Academy. This role is responsible for overseeing registration technology, tracking outstanding balances, managing scholarship and parent communications, coordinating team travel logistics, and supporting part‑time staff onboarding and hour tracking.

Summary:

The Operations Specialist & A/R Collections role will be a critical operational link within Omaha Sports Academy, reporting to executive and financial leadership. This position will ensure smooth backend operations during tryouts, team formation, and seasonal play while maintaining rigorous financial tracking for player accounts. The impact we expect from this position is to streamline payment processing, minimize delinquent accounts receivable balances, deliver clear parent communication, and maintain efficient office administration.

Core Roles & Duties:

Success in this position will be measured primarily by performance in the following three areas:

Core Responsibility 1:
Registration Technology, Payment Processing & Player Placements

• Manage registration and payment platforms for tryouts, player team enrollments, and roster placements across all OSA programs.
• Execute cash reconciliations and generate technology reports to ensure all transaction data, roster details, and account balances are completely accurate.

Core Responsibility 2:
Accounts Receivable Tracking, Collections & Scholarship Communication

• Actively track accounts receivable balances, managing collection workflows and partnering with families to resolve past‑due fee balances in a timely manner.
• Handle all scholarship communications, application reviews, and fee adjustments, ensuring clear and compassionate financial support administration.

Core Responsibility 3:
Part‑Time Employee Onboarding & Time Tracking

• Facilitate the onboarding process for new part‑time employees and event staff, ensuring all required paperwork, system setups, and initial training are completed.
• Manage weekly hour tracking, timesheet collection, and reporting for part‑time staff to ensure accurate payroll submission.

These three areas are the foundation of the role and will be the primary focus when evaluating overall success and bonus achievement.

All Other Roles & Duties:

Additional Responsibility 1:
Parent Communications & Office Administration

• Serve as an administrative point of contact for parent inquiries regarding payments, registrations, travel, and general operational logistics.
• Manage general office administration tasks, maintaining structured data management systems across all internal platforms.

Additional Responsibility 2:
Travel, Hotel & Event Coordination

• Coordinate team travel and hotel room block reservations for out‑of‑town tournaments and travel circuits.
• Provide operational support during major tryout sessions, camps, and event weekends as required.
• Other duties as assigned or needed.

Qualifications:

• Experience: Proven background in administrative operations, customer service, office management, or accounts receivable tracking, preferably within youth sports or athletic programs.
• Tech & Financial Systems Proficiency: Hands‑on experience with registration software, payment gateways, basic bookkeeping/AR tracking tools, and reporting suites (Excel / Google Sheets).
• Communication & Conflict Resolution: Outstanding written and verbal communication skills; ability to discuss financial balances and scholarship policies professionally and…