General Information
| Job Description | ADMIN OFCR 2 CX | Working Title | Athletics Business Office Coordinator |
|---|---|---|---|
| Job Code | 004263 | Grade | |
| Department Name | Intercollegiate Athletics - D01099 | Department Head | Wesley Mallette |
| Supervisor | Jillian Jones | Effective Date | 01/04/2024 |
Position(s) Directly Supervised
| Job Code | Title | FTE |
|---|
Department Custom Scope
| Under the supervision of the Athletics Director of Operations serves as an integral part of the daily business and administrative operations for the Athletics organization. In this role the Business Office Coordinator functions as the main transactor for the assigned sports and units for procurement, travel, and other financial or administrative needs and serves as the focal point for incoming communications, screening, directing, and responding to a wide variety of inquiries and questions as appropriate. Responsible for compliance with NCAA and Big West Conference travel and purchasing rules and standards. Implement travel and purchasing procedures according to NCAA, Big West Conference, and University rules and regulations. Responsible for processing travel, purchasing and accounts payable, processing purchase orders, payment to vendors, reimbursements to employees, and travel advances. Processes a large volume of requisitions for a variety of materials, athletic supplies, furniture, and equipment. Assist with department accounting functions including fiscal closing and responding to auditor's requests for documentation. |
Education & Experience Requirements
Education Requirements
| Degree | Requirement |
|---|---|
| Bachelor's degree in related area and/or equivalent experience/training. | Required |
Experience Requirements
| Experience | Requirement |
|---|---|
| Minimum of 2-4 years of experience | Required |
License Requirements
Certification Requirements
| Certification | Requirement |
|---|
Educational Condition Requirements
| Condition | Requirement |
|---|
Key Responsibilities
| Description | % Time |
|---|---|
| Administers a defined operational program or activities which may include some of the following functions: finance, facilities, and purchasing. Serves as primary transactor and administrative support for assigned sports and units. Responsible for processing and preparing purchase orders, work orders, recharges, fleet services reservations, reimbursements, travel expense reporting and advances. Assures accuracy and appropriate processing of transactions and tracks all ordering activity via designated method. Maintains purchasing archive records, tracks team travel expenditures, and provides updates to the Director of Business Operations. Responsible for assigning the appropriate Full Accounting Unit (FAU) to all transactions. Responsible for purchasing a wide variety of equipment, materials, supplies, goods, and services for Athletics. Responsible for Cash Deposits for assigned sports/units. As a Procurement Cardholder, authorized to make certain purchases for goods and services via credit card in compliance with established guidelines and spending limits. | 60 |
| Functions as a resource on issues such as researching complex financial discrepancies, escalated customer service problems and vendor concerns. Follow-up with vendors on problem orders in coordination with Athletics staff, Accounting and Purchasing personnel. Follow through on orders by obtaining invoices from vendors for goods and services received but not yet paid. | 20 |
| Gathers and analyzes financial and other resource data; prepares reports or analyses of operational activities, evaluates current and proposed services, etc. Review, analyze and secure necessary entertainment approvals for administration, recruiting, camps, clinic, and department special events to assure compliance with University, NCAA, and Big West Conference policies and procedures. Review encumbrances monthly prior to month-end closing and make corrections and adjustments on-line as appropriate. Monitor and review expenditures for team and recruiting travel according to approved budgets. In coordination with the Director of Operations, verify funding sources for availability to ensure budgetary compliance as well as compliance with Big West Conference, NCAA, University, and Athletics travel regulations. Prepares monthly Ledger Files/Document (Back Up). | 10 |
| Adhere to campus policy and procedures related to purchasing (Purchase Orders, Requisitions, Work Orders, Recharges, and Procurement Card), receiving, prepayment travel purchases, travel reimbursement, campus services, and vendor payments. Participates in the development and revision of standard operating procedures and guidelines. Follows policies, procedures and guidelines pertaining to purchasing and travel activities. Maintain thorough records for all transactions. | 5 |
| Other duties as assigned. | 5 |
Knowledge, Skills & Abilities
| Knowledge/Skill/Ability | Requirement |
|---|---|
| Ability to use discretion and maintain all confidentiality. | Required |
| Ability to use sound judgment in responding to issues and concerns. | Required |
| Solid organizational skills and ability to multi-task with demanding timeframes. | Required |
| Solid communication and interpersonal skills to communicate effectively with all levels of staff, both verbally and in writing. | Required |
| Ability to function as a member of a team. | Required |
| Ability to pay close attention to details. | Required |
| Working knowledge of common organization-specific and other computer application programs. | Preferred |
| Familiarity with UCR Financial Systems | Preferred |
| Knowledge and understanding of University of California procedures and policies. | Preferred |
Special Requirements & Conditions
| Special Condition | Requirement |
|---|
Other Special Requirements & Conditions
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Level of Supervision Received
| General Supervision |
Environment
Working Environment
| Campus |
Other Requirements
Items Used
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Physical Requirements
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Mental Requirements
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Environmental Requirements
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Critical Position
| Is Critical Position: Yes |