Athletics Operations Coordinator Budget, Travel & Admin

Ball State University; Muncie, Northern (IN, KY); Hybrid; USD 22,000 - 25,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Retirement plan

Parental leave

Tuition benefits

Job summary

Ball State University is seeking an Operations Coordinator for Athletics to support the day-to-day operations of Olympic Sports programs. You will manage purchasing, travel logistics, and budget reconciliation to ensure fiscal accountability and excellent service for student-athletes and staff.

The role requires strong organization, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.

Qualifications

• Associate’s degree or equivalent from an accredited institution.
• At least one year of athletics administration, operations, or business support.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Ability to manage multiple priorities while meeting deadlines.
• Demonstrated customer service and interpersonal skills.

Responsibilities

• Coordinate purchasing for assigned athletics units, including Marketing, Communications, Sports Performance, Equipment, and other admin areas.
• Process purchase requisitions, purchase orders, procurement card transactions, invoices, and payment requests.
• Reconcile monthly budget activity and work with unit leaders on expenditures.
• Coordinate travel requests for executive staff and students, including airfare, lodging, and itineraries.
• Prepare travel authorizations and obtain required approvals.
• Reconcile executive travel expenses following travel and maintain documentation for policies.
• Maintain organized financial and travel records for audit and compliance purposes.
• Assist with year-end budget closeout and fiscal reporting activities.
• Develop and maintain relationships with coaches, staff, vendors, and university partners.
• Collaborate with campus offices to resolve financial and operational issues.

Skills

Organizational skills

Attention to detail

Microsoft Excel

Communication skills

Customer service

Education

Associate’s degree

Tools

Purchasing platforms

Travel management software

Financial systems

Job description

Ball State University is seeking an Operations Coordinator for Athletics to support the day-to-day operations of Olympic Sports programs. You will manage purchasing, travel logistics, and budget reconciliation to ensure fiscal accountability and excellent service for student-athletes and staff.

The role requires strong organization, attention to detail, and the ability to handle multiple priorities in a fast-paced environment.