We are seeking an Administrative Manager for the Department of Athletics and Recreation. Duties include but are not limited to the fiscal and administrative management of the Department. This includes the development and management of budgets, general and restricted funds, revenue accounts and BJU (alumni) revenue – funds totaling $7M. Ensures compliance with departmental policies and the policies of the University in regards to proper use of funds. Orients and trains staff concerning budgetary matters, policies and procedures.
This role uses independent judgment in resolution of fiscal and administrative matters. Human resource administrator for the department. Manages all personnel issues that include annual salary increases, adjustments, hiring, disciplinary issues, payroll, compliance with federal regulations (Fair Labor Standards Act) and leave of absences such as Family Medical Leave. Advises staff on the University's HR policies and procedures. Oversees staff development and evaluations.
This role supervises athletics administrative office staff, all aspects of A/P, A/R, petty cash, procurement cards/purchasing and all travel for the department. Approves all expenditures/financial transactions for the department. Approver of all procurement card transactions for the department. Must be able to communicate effectively, both written and verbal, with individuals at many organizational levels.
Specific Duties & Responsibilities:
Direct supervision of Assistant Business Manager and Athletics Front Office Manager. Indirect supervision of remaining Department administrative staff.
Manage daily operations of the Athletics Main Office.
Sport administrator for various varsity athletic programs. Duties include: direct supervision of all coaches; oversight of teams; assist with administrative and/or team issues as they arise; coordinate and arrange team travel; travel with teams.
Facilitates transfer of ideas and open communication between senior staff and non-senior athletics staff.
Oversees and coordinates the work of others in the department as they relate to fiscal and human resource matters.
Oversees and verifies all departmental revenue and expenditures from origination to posting.
Manages all f/t and p/t payroll, including the preparation of all personnel correspondence, appointment letters and electronic payroll documents for 80 staff members.
Advises staff in regards to all human resource issues and concerns. Advises senior staff on best hiring practices for all open positions. Coordinates with the Director staff flow-chart responsibilities in order to meet the growing needs of a department that is experiencing regular change.
Manages the development of general funds and salary budget projections and proposals with the Director of Athletics for the compilation of fiscal year proposals/requests for review and approval by the deans and trustees.
Oversees ticket sales and concessions, and all aspects included therein. Manages and updates website for ticket sales. Coordinates design and ordering of tickets.
Conducts research and compiles data for annual tax report, NCAA Report and the Department of Education Equity in Athletics Report.
Administrative travel with Athletics teams. Consists of ensuring safety of students, assisting with travel coordination, and ensuring students, staff, and Hopkins-affiliated persons uphold the values set forth by University and NCAA (at athletics competitions).
Works with the senior staff to outline events and plan future projects for the department.
Coordinates and monitors minor and major capital projects with Associate Director of Athletics/Facilities & Events.
Manages the preseason operations, which includes Housing and Dining.
Negotiates contracts with outside vendors (Gatorade, Concessions, ARMS – intradepartmental electronic communication vendor).
Takes Responsibility for daily communication with the coaching staff and department heads, acting as a liaison between the two groups in areas related to scheduling, procurement and problem-solving.
Oversee Equipment Room staff and responsibilities.
Policy review and updating as appropriate.
Mandatory Qualifications (Mandatory):
Preferred: Master's Degree in Business or Accounting.
Five years' experience in a business or accounting field required, with experience in a collegiate varsity athletics program preferred.
* Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.
Special Knowledge, Skills, or Abilities:
A strong grasp of accounting procedures, strong writing skills, proficiency in Microsoft Office and Excel, working knowledge of SAP and Analysis; familiarity with university accounting procedures involving check requisitions, business travel and expense, purchasing, and paying invoices.
Prior human resource management experience preferred.
Prior management and supervisory experience preferred.
Must possess excellent communication skills and have the ability to work well with others in an extremely fast-paced, competitive and growing athletics program.
Classified Title: Administrative Manager Role/Level/Range: ATP/04/PD Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: M-F 8:30am - 5:00pm Exempt Status: Exempt Location: Homewood Campus Department name: Athletics Business Management Personnel area: University Student Services
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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