CHAMINADE UNIVERSITY OF HONOLULU

JOB DESCRIPTION

MISSION STATEMENT

Chaminade University offers its students an education in a collaborative learning environment that prepares them for life, service and successful careers. Guided by its Catholic, Marianist and liberal arts educational traditions, Chaminade encourages the development of moral character, personal competencies, and a commitment to build a just and peaceful society. The University offers both the civic and church communities of the Pacific region its academic and intellectual resources in the pursuit of common aims.

1. Position Information

Title: Athletics Internal Operations Manager

Division: Athletics

Full Time, Exempt

EAM III

1. Position Summary

Under general direction, manages and maintains programs in support of athletics. The Internal Operations Manager leads, controls, and oversees the day-to-day financial, business, human resource management, and travel operations for Chaminade Athletics. Monitors and assists with developing the department’s administrative and coaches’ team operating budget and ensures adherence within and across departments/units/teams to all applicable policies, procedures, rules, and regulations. Recommends and implements sound business practices for the proper stewardship of resources while optimizing process efficiencies and effectiveness. Coordinates and implements administrative tasks and assists the AD in achieving the goals and objectives of the department. Responsible for ensuring that the office workflow proceeds smoothly. Assists the AD with special projects and other duties as assigned.

Applicants must become familiar with Chaminade University policies, NCAA rules about institutional control, the Pacific West Conference, and NCAA Division II philosophies. Candidates must be committed to a philosophy that emphasizes the pursuit of excellence in both academics and athletics.

1. Reports to:

Direct Report to: Director of Athletics

1. Essential Duties and Responsibilities

Office Administration (30 % of work time)

• Receive, assist, and direct incoming communication and personal visits to respective department personnel.
• Greet and assist visitors, including student-athletes, parents, outside vendors, and other staff/faculty within the university.
• Coordinate clerical management of the athletics department and create/maintain operations of various databases, i.e., Colleague, Self-Service
• Receive, sort, and distribute mail for the department.
• Develop effective working relationships with other offices, i.e., Facilities, Security, Business Office, and other departments within the Division of Student Affairs. Assist all offices with information pertinent to the operation of the athletic department.
• Maintain office inventory of equipment and supplies for the department.
• Coordinate food orders for internal/external events with Aramark or vendors for the department.
• Create and maintain the department's electronic and paper filing system.
• Assist the AD in creating administrative procedures for the department in line with the university policies.
• Assist part-time coaches with monthly expense reports.
• Assist in training new employees with office equipment.
• Produce requisition forms for purchase orders, supply orders, and book vouchers for scholarship athletes.
• Assist the AD in the implementation of all programs and operations to support the department’s success.

Business Manager: Budget & Accounting (30% of work time)

• Assist the Director with operating budget projections, tracking income and expenditures, and processing payment requests, budget transfers, and revenues.
• Create/maintain a tracking system for department accounts and budgets. Provide management and oversight of the department’s business operations and program budgets, including financial oversight of head coaches, units, and Athletics.
• Process all accounts receivable and accounts payable for the athletic department, including all sports and athletic trainers.
• Process expense reports for athletic administration and coaches' CUH-issued credit cards.
• Process travel advance requests to include team meals, hotel accommodations, and ground transportation.
• Track receipt and deposit of all revenues, including entry fees and game guarantees for the athletics department, and ensure the department receives Business Office credit on the proper budget account.
• Review and audit all incoming account statements within areas of responsibility.

Coordination (30% of work time)

• Assist the AD on special projects, annual events, clinics, and community service projects.
• Communicate regularly with coaches and staff and develop working relationships with internal and external parties. Meet as needed with coaches and unit supervisors concerning budget and finance matters, including accounting processes, submission of receipts, and spending projections.
• Work with AD to schedule all-conference and postseason team travel to include: 
  1. Air transportation on Hawaiian Airlines for all team travel.
  2. Coordinate with travel agent for hotel accommodations and ground transportation for all team travel
• In coordination with the Faculty Athletics Representative, solicit Student-Athlete mid-semester progress reports from their instructors. Issue faculty excuse letters for student-athletes to present their instructors before missed classes due to team travel or competition. 
• Assist the AD in research for various NCAA reports.
• Produce and update forms to enhance the productivity of the department.

Facilities and Equipment (10% of work time)

• Ensure facilities and equipment are always clean, safe, and adequately maintained.
• Schedule and oversee outside maintenance and contractors for any necessary repairs in coordination with the Athletics Facilities and Operations Manager.
• Oversee the submission of work orders for any facility repairs and report equipment needs to the AD.
• Supervise the functioning of the athletic equipment storage room and inventory.
• Ensure all University Athletic vehicles are correctly maintained and serviced.

1. Disclaimer

This list of responsibilities is not exhaustive. Details relating to both essential and non-essential functions of the job are not precise and are only an approximation, which can vary on a day-to-day basis and are subject to change on an as-needed basis and/or in the sole discretion of supervisory management.

1. Education and Experience

Minimum Education

Bachelor’s degree from an accredited institution or five (5) years of related work experience.

Minimum Experience

Three years of experience in an administrative office environment. College athletics administration experience preferred.

1. Required Knowledge, Skills & Abilities 

• A demonstrated commitment to integrity.
• The ability to maintain confidentiality.
• Excellent written and verbal communication skills.
• Excellent customer service skills.
• Strong organizational and analytical skills.
• Effective interpersonal and leadership skills.
• The ability to work cooperatively and effectively with people of diverse backgrounds.
• The ability to multi-task and perform accurate, detail-oriented work.
• Computer proficiency, i.e., Microsoft and Google Office programs, Adobe Acrobat, and ability to learn University system software.
• Knowledge of basic accounting principles, and use of spreadsheets to track financial data

1. Physical Requirements

Duties involve light work in an office and community setting and requires a minimum of physical effort with intermittent sitting, standing, climbing stairs, and walking inclines. Must be able to lift 20 pounds, walk the campus with ease, and have excellent motor skills. Must have finger dexterity. Must be able to communicate information and ideas so that others will understand.

1. Other Requirements

• This is a full time, exempt position. Forty hours per week (M-F) will be the general rule. However, depending on the project cycles and workflow demands of the department, additional hours or workday schedule changes may be occasionally required. Must be willing and able to work occasional nights and weekends and have a varying schedule when required
• Performs such similar, comparable or related duties as may be assigned or required
• Observes all safety and health regulations and works in accordance with safe work procedures and policies of the University. Reports unsafe acts/conditions and injuries in a timely and proper manner
• The employee is expected to adhere to all University policies while employed. The policies can be found at https://chaminade.edu/compliance/resources/ or on the employee Share Portal

1. Marianist Identity/Native Hawaiian & Pacific Island Serving

An expressed willingness to respect and support the Catholic and Marianist identity of Chaminade University of Honolulu and to perform all duties in a manner consistent with Marianist educational values and mission of the University. Understanding of and respect for the University’s designation as an institution that serves students of Native Hawaiian and Pacific Island ancestry.