Reporting to the Assistant Athletic Director-Business Operations, the Sports Administration Assistant is responsible for coordination of various departmental initiatives and critical day-to-day operations.
-Negotiate and execute hotel contract rates, terms and conditions for varsity sports for year-round travel based on each sports budget.
-Communicate with transportation vendors (Peter Pan Bus Lines, Enterprise Rent – A – Car and Wesleyan Transportation services and others) to manage all reservations, cancellations and changes and finalize which transportation mode makes best sense for a sport at a given time.
-Coordinate day-to-day budget and reporting, monitor and reconcile financial activities. Maintain records of current expenditures and control costs. Prepare quarterly and annual department budget reports and projections.
-Create home game contracts (including terms and conditions) for each visiting school’s review and signature.
-Review and approve internal and external requests for use of Wesleyan Athletic facilities.
-Ensure practice, competition, club sports and other departmental or campus events are reflected accurately on the University calendar.
-Coordinate officiating needs for home contests and NESCAC and NCAA post season games with individual sport assignors.
-Manage the payment receipt for rental contracts with both internal and external clients.
-Assist the Deputy Director of Athletics in verifying accuracy of required Certificate of Insurances (COIs) of rental clients prior to the execution of contract.
-Oversee facility lighting schedule for all Wesleyan Athletic facilities and manage schedule requests/changes using LightCloud and Musco software systems.
-Oversee roster management process via FrontRush to PeopleSoft. Prompt faculty/staff as needed to update active and past rosters ensuring compliance of institutional timelines
-Communicate and collaborate with new athletic vendors (individual/corporate) to ensure proper paperwork (including W9s) is submitted to Accounts Payable.
-Assist the Physical Education Department Curriculum Coordinator in compiling course offerings using CourseLeaf; liaison with departmental staff to manage cross-listings and edit material for course catalog and university publications.
-Distribute, and obtain signed student-athlete NCAA contracts and University statements. Upload them using FrontRush ensuring compliance with NCAA guidelines.
-Monitor and adhere to current NCAA guidelines, federal, state and college rules, regulations, and policies relative to athletic operations, finance, and accounting procedures.
-Serve as a site manager for ticket sales as needed during Wesleyan-hosted NESCAC and NCAA championship events.
-Perform reception duties for the department as required.
-Perform other duties as assigned.
-Associate’s Degree + 4 years related experience in business/travel management/sport administration/coaching or an equivalent combination of education, training and experience
-Experience and knowledge of wide range of budget/fiscal management processes and/or experience in negotiating and arranging business travel
-Demonstrate expertise in Word, Excel, PowerPoint, GoogleDrive and Outlook
-Demonstrated analytical and problem-solving skills -Ability to prioritize and balance multiple tasks and projects in a fast-paced environment
-Ability to learn University, NESCAC and NCAA rules and regulations
-Flexibility to work occasional weekends and nontraditional hours as needed -Demonstrated commitment to work within a diverse environment and interact openly with individuals of different backgrounds.
-Bachelor’s Degree + 2 years related experience in business/travel management/sport administration/coaching or an equivalent combination of education, training and experience
-Previous experience with using PeopleSoft or other ERP systems
-Previous Experience using FrontRush or similar NCAA Compliance/Recruiting software
-Previous experience with contract management/negotiation
-Knowledge of University, NESCAC and NCAA rules and regulations
The Wesleyan Athletic Department, located in the Freeman Athletic Center, is a member of the prestigious New England Small College Athletic Conference (NESCAC). Wesleyan sponsors 30 varsity sports and believes athletics plays an integral part in a residential liberal arts education. Highly trained and dedicated faculty-coaches, administrators and staff work collaboratively and tirelessly to assist students in reaching their academic and athletic goals