The Assistant Director of Business Operations reports to the Senior Associate Athletic Director for Business and has responsibilities in the Business Office and Human Resources area administering operational, financial, & business functions in support of the Department of Athletics & Recreation, including oversight of designated areas and special projects as assigned. In addition, this position is responsible for providing day-to-day oversight of administrative and operational functions for institutional athletic camps/clinics, ensuring compliance with NCAA, Big Ten and institutional rules in the areas of camps/clinics, local sports clubs, off-campus recruiting, and other assigned areas.
Please Note: Responsible for adhering to all Department and University policies and procedures, as well as the rules, regulations, bylaws and interpretations of the Big Ten Conference and the NCAA.
Ensure prompt and accurate processing of purchase order requests, vendor and contracted services payments, reimbursements, and other accounting transactions; researching errors/delayed transactions. Review & reconcile actual expenses to budget per NU Audit guidelines.
Prepare various accounting and financial reports. Create spreadsheets, reports, charts, etc. based on information compiled from various sources. Determine format, elements, trends, etc.; Assist in balancing accounts at close of fiscal year.
Create and reconcile cash advances for purposes including team travel and official recruiting visits. Assist with periodic travel billing reconciliation.
Review, copy, and file revenue deposits and journals.
Assist with travel arrangements with the Department’s travel management company, Anthony Travel, as well as with local hotels and transportation providers.
Assist with management of fleet vehicles
Provide office administrative support including filing paperwork, and ordering and maintaining office stock supply levels.
Ensure compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures. Instruct and advise coaches and staff on appropriate courses of action in regards to inquiries concurrent with University policies and procedures, as well as NCAA rules and regulations. Follow through on coach and staff requests and discuss appropriate actions with supervisor, as needed.
Provide excellent customer service in person, by phone, and by e-mail to coaches, staff, and other constituents. Train new employees in University financial system, as well as correct use of forms for travel and purchasing. Provide technical support for coaches and staff with computers and the University’s financial systems.
Maintain working relationships with other University accounting and budgeting departments such as Accounts Payable, Treasury Operations, Accounting Services, Financial Systems, and Purchasing.
Oversee all sports camps/clinics and local sports clubs, tournaments and any other athletic events that are not part of the usual varsity, intramural, or University club sport scheduling. Responsibilities include, but are not limited to:
Develop and maintain athletic camp/clinic policies and procedures to promote compliance with Department, Institution, Big Ten Conference and NCAA rules regarding camps/clinics.
Approve all camps/clinics and review all processes to ensure camps/clinics are NCAA-compliant, as well as NU-compliant.
Maintain camp records for insurance audits and claims; including managing insurance policies such as liability and worker’s compensation insurance.
Coordinate annual camp meetings.
Coordinate administrative processes necessary for camps/clinics with departments within Athletics including Facilities & Operations, Equipment Services, Sports Medicine, Marketing, Athletic Communications, and Compliance.
Assist with securing contractual agreements for housing, facilities, and transportation, as needed
Approve off-campus recruiting activity for coaches, including outside camps/clinics employment, speaking engagements, and other areas, as assigned.
Initiate and maintain background check records for all camps/clinics staff personnel; review and approve all staff hired to work camps/clinics.
Act as a liaison between NUDAR and on-campus departments such as the Office of Conference Planning and Office of Risk Management for camps/clinics.
Performs other duties as assigned.
Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
1 year administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
Minimum Competencies: (Skills, knowledge, and abilities.)
Valid driver’s license required
Working knowledge of Microsoft Office programs
General computer knowledge and the ability to quickly learn new applications
Ability to successfully handle a variety of tasks, prioritize and complete an often heavy workload
Demonstrated customer focus
Excellent and effective written and oral communication skills
Understanding of accounting concepts, including processing, tracking and reconciliation; strong analytical skills
Ability to meet deadlines and work independently
Must be able to demonstrate initiative and attention to detail
Master’s Degree preferred, or equivalent combination of education and experience
Experience in collegiate athletics as a participant, coach, or administrator preferred.
Preferred Competencies: (Skills, knowledge, and abilities)
Knowledge of NCAA, Big Ten Conference, University and Department rules and guidelines preferred.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 40981
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.