Job Title: Athletics Business Office Travel Coordinator (Administrative Support Coordinator II) Job ID: 13820 Full/ Part Time: Full-Time Job Code: 1035 Department: Athletics To view full job description including minimum qualifications and to apply online: http://jobs.csufresno.edu/
Salary: Anticipated Hiring Salary: $3,115 - $3,500 per month
Note: This is a full-time (equivalent to 40 hours per week), probationary, non-exempt position.
Overview: Under the general supervision of the Assistant Athletic Director for Athletics Business Operations, the Athletics Business Office (ABO) Travel Coordinator is required to use initiative and judgement in analyzing information and determining a course of action within the specifications of standard practice and established guidelines. Work is usually performed without direct verification or check. The ABO Travel Coordinator, is responsible to know all processes, related regulations, policies and procedures with the business office including travel policies and auditing all cash advances and reimbursements, including making mathematical calculations to make corrections as necessary. The ABO Travel Coordinator acts as a liaison between department, Procurement, and outside vendors in the procurement process. In addition, this position compiles and analyzes data used in financial statements and reports.
Provide administrative and financial support to the Assistant Athletic Director for Athletic Business Operations.
Coordinate travel management for all varsity sport programs. This may include, but is not limited to, securing and booking hotels, ground transportation, commercial flights, and restaurants.
Prepare and reconcile all travel advances for team travel.
Coordinate travel reporting and reconciliation
Serves as the department's primary contact in the event of travel-related changes or emergencies.
Serves as the point person for all NCAA and conference postseason team, individual, and administrator travel requirements. Prepares all necessary travel-related NCAA documentation for reimbursement.
Assist with Preparing bids and financial reports for hosting NCAA or conference events.
Assist in the submission post-season travel financial information to NCAA and conferences within established deadlines.
Ensures proper payment of buses, flights, hotels, catering, and other travel expenses including travel advances and reimbursements.
Assist with developing annual travel budgets for all sports.
Prepare and post Journal Entries to the general ledger.
Assist with the preparation of Athletic Corporation financial statements and reports.
Responsible for assisting with relocation expenses for new employees in accordance with Athletic Corporation policy. This may include arranging temporary lodging, ground transportation, air fare, etc.
Responsible for processing travel applications and distributing travel application advances for team travel and recruit campus visitation after Compliance approval. Assist with year-end financial closing.
Assist with annual fiscal audit and other special audits.
Assist with ensuring that all financial transactions are in compliance with NCAA, Mountain West Conference and University rules and regulations.
Assists the Assistant Athletic Director with compiling information for EADA and NCAA financial reports.
Responsible for ensuring financial records are retained as detailed in the Athletic Corporation Records retention policy.
Other duties as assigned.
Knowledge, Skills, and Abilities:
Thorough knowledge of office methods, practices, and procedures
Knowledge of NCAA travel policies and procedures
One or more years of booking NCAA team travel.
Proficiency in using Microsoft Office applications (Word, Excel, PowerPoint).
Fundamental communication skills, including a thorough knowledge of English grammar usage, spelling, and punctuation
Active problem-solving and effective interpersonal skills
Effective communication, presentation, organizational, and team building skills
Detailed oriented and ability to work on several projects simultaneously, set priorities, meet deadlines, and problem-solve
Excellent customer service skills
Ability to: o Manage multiple work priorities in a fast paced environment with frequent interruptions o Understand, interpret and apply university policies and regulations o Follow directions and work independently o Review documents and computer generated reports to identify, trace, and make necessary corrections o Reconcile documents and post to journals, registers, and ledgers as needed o Assist with modifications and documentation of departmental procedures o Maintain files and records o Exercise tact, courtesy, alertness, and good judgment in responding to others o Apply independent judgment, discretion, and initiative to address problems and develop solutions o Work effectively with faculty, students, and staff from diverse ethnic, cultural, and socio-economic backgrounds
A history of regular attendance and positive performance evaluations
Education and Experience:
High school diploma or equivalent
Four years of administrative support experience
Experience using a data management system (e.g., PeopleSoft Financials or similar)
A bachelor's degree in Business Administration, Accounting, Finance, or closely related field
California State University or other higher education experience or other government experience
Three years of experience booking/organizing NCAA Division 1 team travel.
Demonstrated history of providing excellent Customer Service
Experience working in an intercollegiate athletics department or as a former student-athlete
Knowledge and understanding of NCAA rules
Experience maintaining and tracking receipts and expenditures, as well as tracking other types of financial documents and records