Assistant Athletic Director for Business

POSITION : Assistant Athletic Director for Business

DEPARTMENT : Athletics

REPORTS TO : Vice President of Athletics

CLASSIFICATION : Non-Exempt

REQUIREMENTS : Bachelor's degree, excellent computer skills, with proficiency in Microsoft Office; strong communication and organizational skills; ability to perform multiple tasks with minimum supervision

PRIMARY FUNCTION : Responsible for administering business functions within the Athletic Department

DUTIES:

1. Assist the Vice President of Athletics in the gathering of information and preparing reports for the EADA, NCAA Financial Report, MEC and GMAC.
2. Assists in record keeping of highly confidential material relating to scholarships, grades and medical information. (Must understand FERPA and HIPAA laws)
3. Prepare confidential human resource and payroll requests as needed.

POSITION : Assistant Athletic Director for Business

DEPARTMENT : Athletics

REPORTS TO : Vice President of Athletics

CLASSIFICATION : Non-Exempt

REQUIREMENTS : Bachelor's degree, excellent computer skills, with proficiency in Microsoft Office; strong communication and organizational skills; ability to perform multiple tasks with minimum supervision

PRIMARY FUNCTION : Responsible for administering business functions within the Athletic Department

DUTIES:

1. Assist the Vice President of Athletics in the gathering of information and preparing reports for the EADA, NCAA Financial Report, MEC and GMAC.
2. Assists in record keeping of highly confidential material relating to scholarships, grades and medical information. (Must understand FERPA and HIPAA laws)
3. Prepare confidential human resource and payroll requests as needed.
4. Provide effective departmental onboarding experience for new staff: a. Obtaining necessary keys, computer equipment; b. Obtaining PPU credit card; Jenzabar access; c. Assisting with expense report creation; d. Offering assistance for a smooth transition into new position.
5. Maintain a department staff spreadsheet.
6. Prepare coach contracts for Developmental Team Head Coach and Assistant Coaches.
7. Enter contract agreements into university Contraxx system for review/execution through Procurement/Business Office
8. Take minutes for various department meetings.
9. Liaison for coaches and various busing companies when coach bus transportation is required for team travel.
10. Work in conjunction with Procurement to secure Coach Bus Company contracts.
11. Work in conjunction with Vice President of Athletics to secure yearly 10-month contract of leased shuttle vans.
12. Develop, coordinate and distribute weekly shuttle schedule needs for team practices and games.
13. Maintain shuttle driver list for student drivers, coaches, non-fleet drivers, and PPU employees who use personal vehicles for University business.
14. Schedule new driver and recertification driver testing with All State Career for shuttle drivers.
15. Run DMV checks for new drivers and yearly for current shuttle drivers.
16. Troubleshoot issues as they arise with PPU shuttles and coach bus transportation.
17. Work in conjunction with transportation coordinator to be sure vehicle maintenance is done on schedule and any mechanical repairs that might be needed.
18. Liaison for coaches when vehicle rental outside of the Pittsburgh area is needed.
19. Assist Assistant Athletics Director for Compliance with roster updates from coaches
20. Manage rosters in Jenzabar/JRM
21. Manage and coordinate transportation for 20 sports teams which includes defining needs, developing schedules, securing buses, vans and drivers.
22. Supervise work study and student athlete van drivers. (collaborate schedules, assign work, review Dayforce timesheets, submission of confidential HR and payroll forms)
23. Prepare and create reports via Jenzabar/JRM for coaches and administrators which contain admissions information, scholarship information, schedules, grades and transcripts, prospective athlete reports and recruit reports.
24. Assist coaches and Assistant Athletics Director for Compliance marking student-athlete recruits in JRM.
25. Prepare purchase requisitions and coordinate with Procurement/Business Office for processing.
26. Review monthly expense reports for staff members before presenting to the Vice President of Athletics' for review
27. Input all expenditures into budget spreadsheets [i.e., monthly expense reports, invoices, check requests and purchase requisitions]
28. Process invoices/check requests for payment through the Business Office
29. Make any needed deposits [student accounts/advancement]
30. Process ticket proceeds from Men's and Women's basketball home games: deposit funds; maintain spreadsheet of ticket sales for yearly NCAA financial reporting purposes.
31. Channel calls to appropriate administrators, coaches and other university personnel and departments
32. Coordinate sites and arrangements for meetings and various other events.
33. Maintain filing system and sports tracking related to highly confidential student information and Athletics Department information.
34. Perform back up coverage duties as needed, such as: Attending off site games/competitions as liaison between venue and referees/officials; Work orders in Corrigo for maintenance needs at the student center; Serve as home game administrator as needed.
35. Receive, sort and distribute mail.
36. Collect and distribute University forms and memos.
37. Maintain supply inventory and order office supplies.
38. Perform other related duties as assigned.

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