Executive, Executive - Associate Athletics Director
4 Year Degree
Associate Athletics Director (Administrator II) Sonoma State University
Job ID: 104689 Location: Sonoma State University (Rohnert Park, CA) Full/Part Time: Full-time Regular/Temporary: Regular
Department Name Athletics
Salary and Benefits Starting salary placement depends on qualifications, experience and salary budget, and will not exceed $7,334 a month.
This position is eligible for a broad range of benefits, including medical, dental, vision, life and disability insurances, retirement (CalPERS), tuition waiver, vacation and sick leave. In addition, 14 paid holidays are offered each year; 13 scheduled on specific days and a Personal Holiday that may be taken any time during the year.
A comprehensive benefits summary for this position is available online by clicking the View Benefits Summary link or by request from SSU Human Resources.
Application Deadline This position is open until filled. For full consideration, please submit application, along with cover letter and resume, by 8am on November 26, 2018. Please refer to the Application Process section of this posting for additional details.
Conditions of Employment This position is a member of the Management Personnel Plan and serves at the pleasure of the President.
Responsibilities Sonoma State University is committed to achieving excellence through teaching, scholarship, learning and inclusion. In line with our Strategic Plan and our Seawolf Commitment, our values include diversity, sustainability, community engagement, respect, responsibility, excellence and integrity. We strive to cultivate a community in which a diverse population can learn and work in an atmosphere of civility and respect. We encourage innovation, experimentation and creativity, as well as contributions to equity and inclusion, in the pursuit of excellence for all members of our university community.
Reporting to the Deputy Director of Athletics, the Associate Athletics Director provides management oversight and guidance for the department of athletics, and supervises staff, coaches, and student personnel. The incumbent is responsible for the department's fiscal affairs and provides oversight of sports and day-to-day operations within the Athletics Business Office, including but not limited to, supervising and scheduling student employees, overseeing the deposit and case collection process and maintaining financial records for the programs. The incumbent manages human resource related functions of the department of athletics and oversees employee relations and performance management; recruitment and retention; compensation, classification, university policy, and employment state/federal law. The incumbent serves as departmental liaison to university human resources and other campus units in regards to human resource matters for all of the Athletic Staff. The incumbent maintains office efficiency by designing and implementing office policies, standards and procedures; measuring results against standards; and making necessary adjustments. The incumbent administers and ensures adherence to departmental yearly and long-term strategic plans and makes it possible for other employees to function effectively and efficiently.
Major duties of the position include, but are not limited to, the following in support of Athletics:
Financial Operations: The incumbent is responsible for managing budgets, expenditures, and revenues for 14 team sports, and other individual units within the department, and all general ledger and accounting activities including revenue and expenditure reporting, student fee funding, and audit requirements (NCAA, University, external) to ensure accurate and timely processing of financial transactions including payment of vendors. It is their responsibility to ensure completeness, accuracy, and conformance of athletic financial records within SSU policy and NCAA requirements; correcting and reconciling fund and account balances to external data and budgets; preparing journal entries; resolving problems associated with incorrect financial data, and other inconsistences with sound financial principles. The incumbent is responsible for managing and administering input to the documentation and maintenance of business processes, standards, and procedures associated with approximately 50 various governmental trust funds and 20 programs. Works to ensure the principles of gender equity, consistency and programmatic excellence are embedded in all intercollegiate sports programs. Advise Senior Director of Athletics for any actual and potential violation of NCAA rules, and establish procedures to preclude such violations.
Business Operations: The incumbent manages daily operations within the Athletics Business Office, including supervising staff including camp employees of designated sports, updating team budgets, assisting with travel process, analyzing business processes and making procedural changes to ensure efficiency within office. The incumbent reconciles revenues, expenses and other financial reports within department trust and operating funds; oversees the daily deposit and cash collection process, ensuring funds received are collected and deposited consistent with University Business and Finance policy guidelines; supports department and program special events through cash collection, auction management, and event related support; serves as the designated Inventory Clerk to manage department inventory database; oversees supply and equipment ordering for teams; and oversees and manages the department's apparel, equipment and supply contracts. Provides support to the Senior Director of Athletics with the EADA, NCAA reports, as well as the 3-year NCAA Agreed upon Procedures audit. Working with the Senior Director of Athletics and Deputy Athletic Director, identify and implement tools/strategies to enhance interdepartmental communication, improve efficiency and effectiveness of internal processes. Execute various surveys and compilation, interpret data to assist Senior Director of Athletics and Deputy Athletic Director in decision making for internal and external constituent feedback, strategic planning, and enhancing student-athlete experience.
Human Resources Support Functions: Working closely with Human Resources and Faculty Affairs, serves as the key contact to support recruitment and personnel matters within athletics, as well as to provide leadership and administrative direction to senior management, managers and employees in these areas. The incumbent serves as the designated Attendance Clerk, supervising all activities relating to the administration and maintenance of payroll for the athletics department; ensures department compliance with university policy, guidelines and procedures and state and federal regulations; facilitates the review and updating of department organizational charts and positions descriptions; and serves as the key contact for the department's recruitments of new employees in appointed coach, assistant coach, professional, support and service maintenance staff positions, ensuring coaches comply with NCAA in recruiting activities and the appointment of coaches and in communicating with other universities to determine when new coaches are eligible to recruit for Sonoma State University. The incumbent is also responsible for planning and coordinating professional development opportunities for the department.
Sports Supervisor Responsibilities: As a member of the Athletics management team, for assigned sport(s), the incumbent maintains an “open door” policy for student-athletes, oversees academic progress of the program and student-athletes, conducts monthly meetings and sets annual performance expectations and conducts annual formal evaluations after competitive season. Other routine duties include, but are not limited to securing yearly team rules, specific competitive goals and team GPA goals from coaches; visiting practices and home events in season and out of season and traveling with team as needed; attending team related functions, team, department and other committee meetings; administering student-athlete surveys; reviewing Student-Athlete Code of Conduct with team at beginning of year meeting; approve schedules and contracts on behalf of coach; oversee team-specific development activities and initial all expenses that coach wishes to occur and with which you concur; assisting in the development of “Friends of” group with coach on behalf of team; overseeing student-athlete nomination for departmental, university, conference, state and national awards; lobbying for team's participation in respective NCAA championship; exercising proactive leadership to resolve concerns for coaches, student-athletes or support staff assigned to the respective team; reporting any potential NCAA, CCAA, University or departmental rules issue for review without fail.
Performs other secondary duties as assigned.
Duties will primarily take place in an office setting however additional duties may be performed in various locations on the Sonoma State University campus, including working both indoors and outdoors to support and participate in university activities and events. As an exempt employee you have some flexibility in your schedule however must be available during the regular campus hours Monday through Friday to meet the operational needs of the campus and department. Your specific start time is determined by your Appropriate Administrator. The incumbent must maintain regular and acceptable attendance at such levels as is determined by the Appropriate Administrator. This position will require occasional travel, by automobile or airplane, and overnight stay to travel to trainings and meetings off campus.
Qualifications This position requires a bachelor's degree from an accredited institution and a minimum of five years increasingly responsible work experience in accounting, finance, or a related field required. Experience with athletics, tickets, contract negotiations, or equipment management highly preferred. Equivalent combination of education and experience to provide the required knowledge, skills and abilities to perform the duties of the position is also considered as meeting the minimum requirement of this position. The incumbent must possess the ability to interpret and follow instructions and policy guidelines; analyze financial and statistical data and draw conclusions; utilize problem-solving techniques; and communicate effectively with others inside and outside the athletic unit, including conveying financial information to non-financial end-users. Intermediate proficiency with computers and Microsoft Office Suite (Outlook, Word, Excel) required. Knowledge of data warehouse and PeopleSoft preferred.
The incumbent must demonstrate integrity and sound judgment in performing duties; possess the ability to supervise the work of staff and recommend appropriate personnel actions; be able to apply strong problem solving and conflict resolution skills and train and evaluate performance, taking corrective action as needed; deal with stressful situations while maintaining composure; and contribute to a collaborative environment utilizing exemplary communication and problem solving skills as necessary. The incumbent must be self-motivated to anticipate and meet or exceed stringent monthly and annual financial deadlines and demonstrate a commitment to the campus goal of maintaining excellence in its financial records by ensuring campus transactions are processed expeditiously. Must have strong organizational skills and the ability to manage multiple projects and competing priorities simultaneously, adjusting quickly to changes needed on a daily basis. Must have the ability to effectively communicate with all levels within the university and establish and maintain productive and effective, inclusive working relationships amongst diverse populations including staff, faculty, administration, students, and other internal and external constituents. Must be able to accept constructive feedback and work cooperatively in group situations. Must also possess the ability to operationalize sustainability concepts (economy, society, environment) into all aspects of performing job duties.
The duties of this position may include participation in decisions that may have a material financial benefit to the incumbent. Therefore, the selected candidate may be required to file Conflict of Interest Form 700: Statement of Economic Interest on an annual basis, complete ethics training within 6 months of appointment, and attend this training every other year thereafter.
Qualification Note Evidence of degree(s) or certificate(s) and/or license(s) required at time of hire.
Application Process Click the "Apply Now" to apply to this position. Materials submitted with your application will not be returned. The ADA Coordinator is available, at 707/664-2664, to assist individuals with disabilities in need of accommodation during the hiring process.
Qualified candidates must submit the following to be considered: 1. Cover Letter and Resume - application system only allows one document to be uploaded, so cover letter and resume must be included in the same MS Word or PDF file (file name should not contain any spaces or special characters)
In your cover letter, please specifically address what part of this position you think you will excel at and what part will be the biggest stretch.
2. Online Employment Application (complete entire application, resume/cover letter will not substitute for any part of the application)
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current employees who apply for this position.
Other Information Equal Employment Opportunity: The University is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
Mandated Reporting: This position may be considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
About Sonoma State University Sonoma State University, located 48 miles north of San Francisco, is one of the 23 campuses of the California State University. Sonoma State University is a liberal arts institution with an enrollment of approximately 10,000 students and 530 full-time and part-time faculty. Our beautiful campus is located in Rohnert Park, at the foot of the Sonoma hills in the Wine Country.