"Athletic Operations Coordinator"

Saint John's Athletics at Saint John's University invites applications for a full-time (1.0 FTE), benefit eligible position of Athletic Operations Coordinator.

The Athletic Operations Coordinator provides comprehensive administrative and operational support to the Athletic Director, coaches, and staff. This position upholds the mission and values of the college, the Minnesota Intercollegiate Athletic Conference (MIAC), and NCAA Division III, ensuring efficient day-to-day operations within the Athletics Department.

Institutional Inclusion Visioning Statement

The College of Saint Benedict (CSB) and Saint John's University (SJU) believe that an excellent liberal arts education requires an understanding and appreciation of cultural difference and that everyone deserves to feel safe and morally valued. To that end, we will challenge our own practices and systems. Our commitment to an inclusive environment will be incorporated into all decision-making processes. We dedicate ourselves to cultivating an equitable, inclusive community founded on respect for all persons.

CSB and SJU offer competitive salaries and a comprehensive benefits program. For further information regarding our institutions, visit CSBSJU.

The posted wage represents CSB and SJU's good faith estimate of likely compensation at the time of posting. Actual pay will be dependent upon several factors, including the candidate's experience, qualifications, and skills, and may fall outside of the range indicated.

Administrative and Operational Duties:

• Provide administrative support to the Athletic Director, coaches, and staff
• Manage athletic department communications including email, phone and in-person inquiries
• Coordinate the Athletic Director's calendar and assist with scheduling meetings and appointments
• Maintain office equipment and submit service or maintenance requests as needed
• Support travel logistics, including transportation and lodging arrangements for coaches and staff
• Facilitate paperwork for temporary staff hiring
• Prepare materials for meetings, events, and compliance reporting
• Maintain departmental logs, spreadsheets, and standardized procedures
• Oversee logistics for sports camps and fundraising events
• Manage athletic facility reservations using the space reservation system and serve as the department's primary contact for system updates and changes
• Coordinate sponsorship payments and materials in collaboration with the Director of Sports Marketing
• Submit MIAC and NCAA post-season bids, reports, and reimbursement requests
• Assist with online ticketing and customer relations for sporting events
• Assist with onsite event operations to support athletic programming and special events
• Contribute to the maintenance of the Athletics Department website
• Supervise departmental student employees

Budget Management:

• Oversee accounting and financial reporting for the department
• Handle day-to-day operations, including accounting tasks related to financial record preparation and monitoring expenditures
• Analyze and prepare budget reports, statements, and spreadsheets for internal and external use
• Assist in budget management and preparation
• Monitor and reconcile sport-specific program and department budgets by reviewing transactions such as purchase orders, journal entries, invoices, credit card charges, accounting transfers, payroll activity, and other financial reports

Compliance and Reporting:

• Submit reports for NCAA Sport Sponsorship/Demographic Information
• Assist in the maintenance of the NCAA directory and related compliance documentation
• Assist with the preparation of reports and documentation for audits and reviews

Other duties as assigned.

Qualifications:

• High School Diploma or equivalent
• One or more years of experience in office or administrative assistance, sports related field preferred
• Proficient in Microsoft Suite (Word, Excel, PowerPoint, Outlook)
• Organizational skills focused on attention to detail and ability to prioritize tasks
• Strong verbal and written communication skills, complemented by excellent interpersonal skills to build positive working relationships with internal and external clientele
• Self-motivated, results-oriented, and capable of working with minimal supervision while taking initiative to complete work assignments within required timelines
• An understanding of basic accounting principles; budget experience is preferred
• Ability to maintain knowledge of, and operate within, NCAA and MIAC rules and regulations
• Ability to work occasional evening and weekend hours to support athletic programming and special events
• A valid driver's license is required (a driver's license check will be conducted)
• Ability to drive a college vehicle, including completion of a defensive driving program

Physical Requirements:

• Ability to perform essential job functions, with or without reasonable accommodations
• Significant keyboard and computer use, prolong sitting, and occasional standing
• Ability to occasionally lift up to 25 pounds

Travel Requirements:

• Local travel may be needed to assist with department needs