What are the responsibilities and job description for the Assistant Athletic Director, Business Operations position at University of Delaware?

Pay Grade : 30E

Context of the Job :

The Assistant Athletic Director, Business Operations / Financial Analyst I at the University of Delaware is a valued member within the University and Department of Athletics, Community & Campus Recreation (DACCR), upholding and embracing the departmental mission of “Achieving Excellence Together.”

Under the general direction of the Sr. Financial Analyst (Sr. Associate Athletic Director, Chief Financial Officer), the Assistant Athletic Director, Business Operations / Financial Analyst I is responsible for daily financial management and accounting of the business office, including analyzing, forecasting, and reporting financial results of the athletic department. The Assistant Athletic Director, Business Operations / Financial Analyst I is responsible for the processing of payments, monthly reconciliations, survey completion, analysis development & reporting, monitoring of contracts, audit preparation and Bob Carpenter Center reporting and analysis. The Assistant Athletic Director, Business Operations / Financial Analyst I will have direct oversight and provide leadership to two Financial Processors (Assistant Business Managers). The Assistant Athletic Director, Business Operations evaluates and recommends methods and strategies to improve business operations processes. Serves as liaison to University Office of Procurement, and Treasurer. Liaison to selected travel agent. Analysis tools utilized, includes but is not limited to PeopleSoft Query, Microsoft Excel, and Google Sheets.

Major Responsibilities :

Process Financial Transactions

Manage all day-to-day financial affairs related to Intercollegiate Athletics Varsity Sports ($6M) and Outside Events ($2M).
Approve allocations and expenditures, prepare, and interpret financial reports.
Perform customized financial analyses, including analyses of spending activity, and cost feasibility studies to facilitate decision-making and planning.
Develop and evaluate operating procedures that foster cost-effective administrative operations for the office.
Formulate and enact fiscal policies and procedures.
Process journal vouchers and cash transmittals as required.
Approve vendor and individual payment requests.
Approve recharge forms and journal vouchers as needed.
Verify, resolve, and provide supporting documentation for procurement related issues.
Interpret policies and regulations to ensure compliant transactions.
Resolve complex procurement and financial issues with both internal and external constituencies as required.
Approve student and non-student billing.
Approve cash advances.
Approve Concur expense reimbursements, purchasing card and cash advance transactions for the department to ensure compliance with university policy.
Serve as a Purchasing Card Cost Object Approver on assigned purchasing cardholders. Verify expenditures are reasonable and meet the policy and procedure for the University and Department. Ensure supporting documentation and receipts are provided. Maintain supporting documentation. Perform independent reviews (audits) for cardholders.
Maintain monthly expense report files for the department. Ensure supporting documentation and receipts are provided.
Perform account reconciliations including but not limited to, team competition, game operations, ticket office sales and asset accounts.
Review and approve budgets for special events including but not limited to golf outings, home tournaments & meets, camps & clinics and BCC Events.
Review and approve budgets for post season championships and submit for CAA and NCAA reimbursements as appropriate.
Manage fiscal affairs with signatory authority up to $25,000 value on all Athletics financial documents. Including but not limited to hotel contracts, bus contracts, game contracts, services, and commodities.
Serve as liaison for coaches related to monthly expense reports.
Prepare, review, and analyze monthly reporting needs including but not limited to Intercollegiate Athletics Department, Bob Carpenter Center, Football Game Day revenue.
Assist Sr Financial Analyst with year-end financial reporting, annual EADA report, NCAA financial reports, and the year-end audit. Coordinate internal and external audits, tax reports and schedules. Implement audit suggestions, review procedures, and recommend improvements.
Liaison to athletics department’s travel agent and Directors of Team Operations. Facilitate travel arrangement payments, procurement card and travel advance process including hotel and airline contracts.
Manage Football Game Day Money Room.
Manage petty cash required for Intercollegiate Athletics and BCC Events.

Manage department purchasing card program

Approve purchasing card limit requests; review and recommend appropriate action.

Train team members on purchasing card usage and reallocation process.

Serve as a super user for Concur.

Other :

Assist Sr Financial Analyst by gathering financial data and preparing reports.

Research and respond to routine and non-routine inquiries.

Remain current and comply with all applicable University, CAA and NCAA rules and regulations.

Provide supervision to two Financial Processors (Assistant Business Managers).

Assist the Sr Financial Analyst with annual and periodic internal and external audits.

Maintain annual records management in compliance with retention requirements.

Assist with special projects as needed.

Disseminate information to a variety of sources; verify content and dispense as appropriate.

Pro-actively follow up on requests outside of normal processes (i.e., rush check requests).

Participate in various meetings and projects as necessary to provide input related to business area.

Provide oversight of Assistant Business Manager, Sports and Student-Athlete Insurance as it relates to the coordination of DACCR’s secondary health insurance program for student athletes.

Partner with Talent Management to provide support with HR functions as needed, including but not limited to, verifying hiring paperwork during I-9 appointments.

Perform miscellaneous job-related duties as assigned.

Partner with External Relations and other senior and executive staff members to forecast revenue, while also ensuring that pricing, ROI, break-even points, among other data points are accounted for in revenue generation opportunities.

Partner with sports and departments to ensure efficiency utilization of all resource types through various reporting models.

Qualifications :

Bachelor's degree in Accounting, Finance, Business Administration, or related field, and five years of experience directly related to job duties and responsibilities, or an equivalent combination of education and experience.

Experience in an intercollegiate athletic environment required.

Experience in Division I Business office preferred.

Knowledge of intercollegiate athletic program and NCAA rules.

Excellent oral and written communication skills.

Strong time management skills.

Strong, proficient administrative and computer skills in a Windows environment including word processing, spreadsheet, and database management.

Proficiency in Microsoft Excel required.

Strong business acumen required.

Proficient administrative and organizational skills with high attention to detail and accuracy.

Ability to analyze and interpret financial and data control reports as well as University policies and procedures.

Ability to work independently and effectively in a fast-paced environment.

Ability to adjust to a changing environment.

Ability to set priorities, handle multiple tasks, and meet deadlines.

Ability to interact effectively with a wide range of constituents.

Ability to work well with co-workers in a team-oriented environment.

Ability to maintain confidentiality.

Experience with PeopleSoft preferred.

Experience with Concur preferred.

Accounting experience preferred.

Data analytics experience preferred.

Ability to use advanced techniques in spreadsheet and database software preferred.

Familiarity with University systems, policies, and procedures including knowledge of University and / or public auditing policies, standards and procedures preferred.

Ability to analyze budgetary expenditures for compliance with budget policies and procedures and financial data to prepare financial reports, statements, or projections.

Ability to supervise and train staff.

Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.

Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

Ability to build relationships with key stakeholders within and outside of the department

Special Requirements :

Evening, weekend, and holiday work required when warranted by business needs. This specifically applies to Football game day and post-season events.

Salary : $25,000

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