Assistant Director Business Operations

Northwestern University; Evanston (IL); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Health, dental, vision insurance

Tuition benefits

Pre-tax savings plans

Paid vacation and holidays

Job summary

Northwestern University’s Univ Athletics - Admin is seeking an Assistant Director of Business Operations to oversee operational, financial, and business functions within the Business Office and HR areas, supporting the Department of Athletics & Recreation. Responsibilities include accounting processing, reporting, travel and recruiting logistics, and compliance with NCAA/Big Ten and institutional policies.

The role requires willingness to work non-traditional hours, collaboration across

Qualifications

• Bachelor's degree in business, accounting or related field.
• 1 year administrative experience including budgets, finance, grants, facilities, and/or human resources; or relevant experience preferred.
• Valid driver's license preferred.
• 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.
• Experience in collegiate athletics is preferred.

Responsibilities

• Process purchase orders, vendor payments, reimbursements, and other accounting transactions; reconcile expenses to budget.
• Prepare accounting/financial reports and create spreadsheets and charts from multiple sources.
• Create/reconcile cash advances for travel and recruiting visits; assist with travel billing reconciliation.
• Review revenue deposits and journals; assist with travel arrangements and housing/transport coordination.
• Manage fleet vehicles and office supplies; provide administrative support and training on financial systems.
• Ensure compliance with applicable laws, policies, NCAA/Big Ten rules; advise coaches and staff on actions per policies.
• Provide customer service to coaches/staff; train employees on financial systems; offer technical support for computers and financial systems.
• Collaborate with Accounts Payable, Treasury, Accounting Services, Financial Systems, and Purchasing.

Skills

Communication skills

Analytical skills

Attention to detail

Independence

Deadline-driven

Customer focus

Verbal and written communication

Problem solving

Education

Bachelor's degree in business or accounting

Tools

Microsoft Office

Job description

Department: Univ Athletics - Admin
Salary/Grade: EXS/5
Job Summary: The Assistant Director of Business Operations reports to the Sr. Associate Athletic Director/CFO and has responsibilities in the Business Office and Human Resources area administering operational, financial, & business functions in support of the Department of Athletics & Recreation, including oversight of designated areas and special projects as assigned. In addition, this position is responsible for providing day‑to‑day oversight of administrative and operational functions for institutional athletic camps/clinics, ensuring compliance with NCAA, CSC, Big Ten and institutional rules in the areas of camps/clinics, local sports clubs, off‑campus recruiting, and other assigned areas.

*Willingness and ability to work a non‑traditional schedule including evenings, weekends and holidays as required.

*Note: Not all aspects of the job are covered by this job description.

Specific Responsibilities

• Ensure prompt and accurate processing of purchase order requests, vendor and contracted services payments, reimbursements, and other accounting transactions; researching errors/delayed transactions. Review & reconcile actual expenses to budget per NU Audit guidelines.
• Prepare various accounting and financial reports. Create spreadsheets, reports, charts, etc. based on information compiled from various sources. Determine format, elements, trends, etc.; Assist in balancing accounts at close of fiscal year.
• Create and reconcile cash advances for purposes including team travel and official recruiting visits. Assist with periodic travel billing reconciliation.
• Review, copy, and file revenue deposits and journals.
• Assist with travel arrangements with the Department's travel management company, Anthony Travel, as well as with local hotels and transportation providers.
• Assist with management of fleet vehicles
• Process Athletic Department orders for office supplies in iBuyNU; Provide office administrative support including filing paperwork, and ordering and maintaining office stock supply levels.
• Ensure compliance with all applicable federal, state, local & NU laws, regulations, policies & procedures. 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 coach and staff requests and discuss appropriate actions with supervisor, as needed.
• 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. Provide technical support for coaches and staff with computers and the University's financial systems.
• Maintain working relationships with other University accounting and budgeting departments such as Accounts Payable, Treasury Operations, Accounting Services, Financial Systems, and Purchasing.
• Assist with all sports camps/clinics and local sports clubs, tournaments and any other athletic events that are not part of the usual varsity, intramural, or University club sport scheduling. Responsibilities include, but are not limited to:
  • Develop and maintain athletic camp/clinic policies and procedures to promote compliance with Department, Institution, Big Ten Conference and NCAA rules regarding camps/clinics.
  • Approve all camps/clinics and review all processes to ensure camps/clinics are NCAA‑compliant, as well as NU‑compliant.
  • Maintain camp records for insurance audits and claims; including managing insurance policies such as liability and worker's compensation insurance.
  • Coordinate annual camp meetings.
  • Coordinate administrative processes necessary for camps/clinics with departments within Athletics including Facilities & Operations, Equipment Services, Sports Medicine, Marketing, Athletic Communications, and Compliance.
  • Assist with securing contractual agreements for housing, facilities, and transportation, as needed
  • Approve off‑campus recruiting activity for coaches, including outside camps/clinics employment, speaking engagements, and other areas, as assigned.
  • Initiate and maintain background check records for all camps/clinics staff personnel; review and approve all staff hired to work camps/clinics.
  • Act as a liaison between NUDAR and on‑campus departments such as the Office of Conference Planning and Office of Risk Management for camps/clinics.
• 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, CSC, and the NCAA.
• Responsible for adhering to all Department and University continuing education initiatives and required certifications and trainings.

Miscellaneous

Perform other duties as assigned

Minimum Qualifications (Education, Experience, Certifications, Skills)

• 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 preferred.
• Valid driver's license preferred
• 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
• Experience in collegiate athletics as a participant, coach, or administrator preferred.
• Knowledge of rules and regulations of the NCAA, CSC, Big Ten Conference and Northwestern University preferred
• Ability to work cooperatively with others and effectively interact and establish engaging relationships with a wide variety of constituents.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre‑tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to 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 at https://www.northwestern.edu/hr/benefits/work-life/index.html to 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 at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern's non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.