Assistant Director Business Operations
Northwestern University
Evanston, IL
Full-time
Business Development
Posted on May 29, 2023
Department:Univ Athletics - Admin
Salary/Grade:EXS/5
Job Summary:
The Assistant Director of Business Operations reports to the Associate Athletic Director for Business and is responsible for administering operational, financial, & business functions in support of the Department of Athletics mission. In addition, the Assistant Director of Business Operations implements existing policy & ensures the effective, compliant, & efficient completion of daily administrative operations.
Specific Responsibilities:
Areas of Responsibility:
- Coordination & administration of at least 4 of the following:
- Budget & Financial
- Clinical Services
- Communications & Outreach
- Facilities & Safety
- Faculty Support
- Grants & Contracts
- Human Resources
- IT Services
- Regulatory Compliance
- Strategic Planning
- Student Support
- Monitors open encumbrances & deficit chart strings.
- Reviews & reconciles actual expenses to budget per NU Audit guidelines.
- Ensures prompt payment of purchase order requests, vendor and contracted services payments, reimbursements, and other accounting transactions; researches errors/delayed transactions as needed.
- Prepare various accounting and financial reports. Creates spreadsheets, reports, charts, etc. based on information compiled from various sources. Determines format, elements, trends, etc.
- Review, copy, and file revenue deposits and journals.
- Create and reconcile cash advances for team travel.
- Assist with reconciling travel agency billing each month.
- Serve as liaison with Financial Operations to track, monitor, maintain, and dispose of capital equipment.
- Confirm ticketing and travel arrangements with the Department's travel management company, Anthony Travel.
- Process Athletic Department orders for office supplies in iBuyNU; maintain office stock supply levels.
- Maintain and file all Business Office paperwork including expense reports, vouchers, purchase orders, reimbursements, cash advances, air travel, etc.
- Assist with ordering business cards and other stationary needs.
- Assist with booking lodging arrangements for recruits, job applicants, VIPs and athletic event officials.
- Serve as the liaison with the Department's photocopier vendor and as the main contact within the Department for all day-to-day copier-related issues.
- Maintain excellent working relationships with area hotel staffs to facilitate the ability of these properties to meet all department needs in this area and to encourage sponsorships/trade agreements.
- Provide excellent customer service in-person, by phone and by e-mail to coaches, staff, and other constituents.
- Train new employees in University financial system, as well as correct use of forms for travel and purchasing. Assists in balancing accounts at close of fiscal year.
- Instruct and advise coaches and staff on appropriate courses of action in regards to inquiries concurrent with University policies and procedures, as well as NCAA rules and regulations. Follow through on coaches and staff requests and discuss appropriate actions with supervisor, as needed.
- Provide technical support for coaches and staff with computers and University financial system.
- Maintain working relationships with other University accounting and budgeting departments such as Accounts Payable, the Bursar's Office, Accounting Services, Financial Systems and Purchasin
- Responsible for adhering to all Department and University policies and procedures, as well as the rules, regulations, bylaws and interpretations of the Big Ten Conference and the NCAA.
- Performs other duties as assigned.
- Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as business, accounting or related; OR appropriate combination of education and experience.
- 1 year administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience
- Working knowledge of Microsoft Office programs
- General computer knowledge and the ability to quickly learn new applications
- Ability to successfully handle a variety of tasks, prioritize and complete an often heavy workload
- Demonstrated customer focus
- Excellent and effective written and oral communication skills
- Understanding of accounting concepts, including processing, tracking and reconciliation; strong analytical skills
- Ability to meet deadlines and work independently
- Must be able to demonstrate initiative and attention to detail
- 1 year administrative experience including budgets, finance, grants, facilities, &/or human resources; or other relevant experience.
- Valid driver's license
- Experience in collegiate athletics as a participant, coach, or administration preferred.
- Knowledge of NCAA, Big Ten Conference, University and Department rules and guidelines preferred.
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us athttps://www.northwestern.edu/hr/benefits/index.htmlto learn more.
Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities, and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us athttps://www.northwestern.edu/hr/benefits/work-life/index.htmlto learn more.Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us athttps://www.northwestern.edu/hr/learning/index.htmltolearn more.
Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.
The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.
#LI-RS1