Office Manager

Office Manager

Department of Athletics, University of Charleston

Position Summary :

The Office Manager for Athletics will facilitate all aspects associated with financial activities, including team travel, assist with payroll, athletic camps, and contractual services.

The Office Manager for Athletics will coordinate office communications with sports coaches and staff. Additionally, this position oversees the daily functions of the athletic division directly associated with its fiscal operations, ensuring compliance with all NCAA and University policies and procedures.

Essential Responsibilities :

Business Operations :

Co-manage with the departmental daily business office transactions.

• Oversee the collection of all Purchase Card Reports for 35 individuals every month. Review PCARD reports, ensuring that transactions are accurate and completed, reported with acceptable accounting standards, and in accordance with University, MEC, and NCAA policies and procedures.
• Scan all PCARD receipts and forms to the University’s Business Office.
• Send invoices to all athletics partners for goods and services.
• Make regular deposits of ticket monies, camp income, NCAA, and special events to the University’s Business Office.
• Use discretion and sound judgment in making decisions about the coordination of departmental purchasing activities.
• Review payment requests for accuracy and compliance with University policy and procedures.
• Coordinate travel cash advances and petty cash requests.
• Manage the draft and collection of all MEC, In-Region, and Out-of-Region Competitions game contracts.
• Oversee the draft check requests for the officials in RefPay and Arbiter.
• Responsible for updating the University’s Business Office on PCARD amounts for all 20 sports programs and athletic trainers.
• Complete check requests for basketball table workers and other in-game personnel.
• Complete all department purchase orders and secure proper approvals.
• Provide oversight of all BSN / Nike Pos and billing for each sports program.
• Coordinate and maintain the travel program for athletics teams, coaches, and staff.
• Serve as a departmental liaison with athletics travel partners (Enterprise, NCAA Shorts Travel, and Carpenter Bus Sales).
• Assist with the coordination of post-season travel.
• Assign all UC Fleet Vehicles (Vans, Shuttles, and School Buses)
• Coordinate all Vehicle Maintenance with the University’s Facilities Director and Lead Driver
• Coordinate all Vehicle Registrations and Insurance Coverage with Facilities and the Business Office.
• Coordinate all Vehicle Rentals with Enterprise, Vehicle Drop-offs, and Returns.
• Reconcile all Enterprise Rental Fees with the Business Office and Athletics Staff.
• Oversee the payment of all WV Toll Responders.
• Provide oversight of the fuel billing for each UC Fleet vehicle.
• Coordinate cleaning of the Shuttle Buses (inside and out) quarterly.
• Personnel management, oversight, and coordination of drivers Orchestrate the hiring of all drivers, coaches, and staff processes and procedures.

Oversee the drug testing schedule for department shuttle bus drivers.Regulatory compliance for CDL license and Medical Examiner certificates.

Breakdown of vehicles on away trips.

• Arrange transportation for Student Life, Pharmacy, DEL, etc.
• Assist the Director of Athletics with Human Resources requirements and onboarding protocols.
• Coordinate onboarding visits with the University’s Human Resources Director.
• Facilitate onboarding requests (PCARDs, emails, acct., computers, cleaning of office spaces, nameplates, business cards, etc.)
• Facilitate the advertisements of positions with HR.

General Responsibilities :

• Use discretion and professionalism in communicating details of the university’s operations outside the office, ensuring confidentiality, integrity, and security of all personal and financial student information.
• Serve as the general liaison between Athletics and Facilities.
• Meet and greet all visitors to the fourth-floor office spaces.
• Answer all phone calls / emails for the Athletics Dept. and General number #4820.
• Provide oversight of common spaces, kitchen, conference room, and film room for cleanliness.
• Responsible for adding all 20 sports program schedules to the AD’s calendar.
• Manage appointments to the VP for Athletics Outlook Calendar.
• Provide oversight of the copiers.
• Maintain CPR, AED, and First Aid Training records for the department.
• Provide oversight of the scheduling of the Conference and Film rooms.
• Collect and distribute the department’s mail and packages.
• Input all SAs information into Datatel at the start of each semester.
• Provide oversight of the Department’s Drug Testing Operations.
• Manage all Help Desk Tickets in concert with IT and Facilities
• Provide oversight of the Athletic Training Department’s Secondary Insurance with AGI.
• Procures the competition schedules for the Director of Athletics Communications.
• Assist with hosting NCAA events (reconcile NCAA merchandise, ticketing, etc.).
• Assist with special events (Chi Alpha Sigma, Hall of Fame, Networking Evenings, etc.).
• Follow all policies related to FERPA, Title IX, Title VII, and HIPPA regulations.
• Adhere to the policies and procedures outlined in the University’s Employee Handbook and the athletic department’s Coach’s Manual.
• Seek out organizations that might provide insight and a networking resource for continued professional development.
• Develop and implement strategies to maximize the synergies amongst the various athletic programs that UC sponsors.

Other duties as assigned by the Vice President and Director of Athletics.

Qualifications :

• Applicants must possess a bachelor’s degree, and a master’s degree is preferred. Substitution Statement-Related experience may be substituted for education on a basis set forth and approved by the Department of Human Resources.
• Ability to exercise discretion and independent judgment.
• Capable of managing general business operations.
• Previous office management experience preferred.

The review of applications will begin immediately and continue until a qualified individual has been hired.