Assistant Director of Athletics Business Operations

Job Summary:

The Assistant Director of Athletics Business Operations will support the Athletics department’s financial operations by assisting with various accounting tasks, including but not limited to, procurement and expense reporting, contract processing, general ledger maintenance, and ad-hoc reporting. Provides administrative support for revenue processing, student-athlete revenue sharing, and per diem distribution. This position will work closely with the university to ensure timely, accurate, and compliant financial processing within the athletics department.

Duties & Essential Job Functions:

1. Assists with the management and oversight of Jaggaer procurement systems to ensure timely and accurate processing of purchase orders, vendor invoicing, and related financial transactions.
   
2. Supports the creation, tracking, and processing of contracts within the Jaggaer system, ensuring compliance with internal policies and procedures.
   
3. Reviews and monitors contract terms and conditions to ensure that agreements are accurately reflected in the system and payments are processed correctly.
   
4. Monitors and supports Jaggaer system users within the Athletics department, providing troubleshooting and training as needed.
   
5. Assists in contract renewals and amendments, coordinating with relevant departments and stakeholders to ensure timely execution and compliance.
   
6. Reviews and processes expense reports in the Concur system, ensuring accuracy and adherence to institutional policies.
   
7. Assists employees with submitting, reviewing, and approving travel and expense claims, ensuring timely processing and compliance.
   
8. Resolves discrepancies and ensure proper documentation is maintained for all expense claims.
   
9. Serves as primary contact for procurement and travel card management program with the university. Manages the procurement card (P-Card) program and travel card (T-card) including card issuance, ensuring all transactions are documented, verified, and reconciled with institutional guidelines.
   

Job Summary:

The Assistant Director of Athletics Business Operations will support the Athletics department’s financial operations by assisting with various accounting tasks, including but not limited to, procurement and expense reporting, contract processing, general ledger maintenance, and ad-hoc reporting. Provides administrative support for revenue processing, student-athlete revenue sharing, and per diem distribution. This position will work closely with the university to ensure timely, accurate, and compliant financial processing within the athletics department.

Duties & Essential Job Functions:

1. Assists with the management and oversight of Jaggaer procurement systems to ensure timely and accurate processing of purchase orders, vendor invoicing, and related financial transactions.
   
2. Supports the creation, tracking, and processing of contracts within the Jaggaer system, ensuring compliance with internal policies and procedures.
   
3. Reviews and monitors contract terms and conditions to ensure that agreements are accurately reflected in the system and payments are processed correctly.
   
4. Monitors and supports Jaggaer system users within the Athletics department, providing troubleshooting and training as needed.
   
5. Assists in contract renewals and amendments, coordinating with relevant departments and stakeholders to ensure timely execution and compliance.
   
6. Reviews and processes expense reports in the Concur system, ensuring accuracy and adherence to institutional policies.
   
7. Assists employees with submitting, reviewing, and approving travel and expense claims, ensuring timely processing and compliance.
   
8. Resolves discrepancies and ensure proper documentation is maintained for all expense claims.
   
9. Serves as primary contact for procurement and travel card management program with the university. Manages the procurement card (P-Card) program and travel card (T-card) including card issuance, ensuring all transactions are documented, verified, and reconciled with institutional guidelines.
   
10. Assists with expense report reviews and reconciliation of procurement card transactions.
    
11. Tracks and reports on procurement card spending, ensuring compliance with budget and reporting requirements.
    
12. Serves as primary contact for per diem and stipend distribution and reconciliation.
    
13. Creates journal entries for monthly revenue transactions from UPay and seasonal parking revenue.
    
14. Performs account reconciliations, including verifying revenue and expenses and ensuring proper allocation to relevant cost centers.
    
15. Assists with month-end and year-end close processes, ensuring financial transactions are accurately recorded.
    
16. Provides support for NCAA Agreed Upon Procedures and EADA reporting.
    
17. Collaborates with the Athletics department staff to provide financial guidance and support as needed.
    
18. Assists with student-athlete revenue sharing operations and processing.
    
19. Assists in the preparation of ad-hoc financial reports and analyses.
    
20. Participates in process improvements to increase efficiency and accuracy in financial reporting and transactions.
    
21. Performs other related duties as assigned.

Required Education & Experience:

• Bachelor’s degree in Accounting, Business Administration, Finance, or related field of study.
• 1 year of financial operations experience in the sports industry (collegiate or professional) or higher education.

Preferred Education & Experience:

• Master’s degree in Accounting, Business Administration, Finance, or related field of study.
• 1-3 years of prior experience in an intercollegiate athletics department, higher education setting, or related field to intercollegiate athletics department or higher education.
• Experience with NCAA Agreed Upon Procedures and EADA reporting.

Required Licensure/Certification/Specialized Training:

• Valid Driver’s License.
• Must be insurable under the University Motor Vehicle Requirements

Preferred Licensure, Certification, and/or Specialized Training:

• None

Knowledge, Skills & Abilities:

• Knowledge of procurement systems like Jaggaer and travel and expense management systems like Concur is desirable.
• Knowledge of generally accepted accounting principles and financial processes.
• Knowledge of Microsoft Excel and other Microsoft Office applications.
• Skill in organizational and time management skills with the ability to manage multiple tasks and meet deadlines.
• Skill in communication and ability to collaborate effectively with various teams.
• Ability to use strong attention to detail and ability to maintain high standards of accuracy in financial reporting.
• Ability to work effectively in a fast-paced environment with multiple competing priorities.
• Ability to handle confidential information with discretion and professionalism.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on-campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

Notification of Compliance with NCAA regulations

This job description includes the expectation of compliance with NCAA regulations.  An institutional staff member who is found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, including suspension without pay or termination of employment for significant or repetitive violations.

AA/EEO Statement:

As an AA/EEO employer, TCU recruits, hires, and promotes qualified persons in all job classifications without regard to age, race, color, religion, sex, sexual orientation, gender, gender identity, gender expression, national origin, ethnic origin, disability, genetic information, covered veteran status, or any other basis protected by law. 

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