Athletics Operations Coordinator - Budget, Travel & Admin

Ball State University; United States; On-site; USD 22,000 - 25,000; Full time

Benefits offered by this job

Vacation days

Sick days

Holidays

Health insurance

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, budget reconciliation, and travel logistics while upholding fiscal accountability and excellent service.

The role requires strong organization, attention to detail, and the ability to coordinate with coaches, staff, vendors, and university partners.

Qualifications

• Associate’s degree or equivalent from an accredited institution.
• At least one year of experience in 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 administrative areas as assigned.
• Process purchase requisitions, purchase orders, procurement card transactions, invoices, and payment requests in accordance with university and athletics policies. Ensure all purchases comply with university procurement procedures, NCAA regulations, and departmental policies.
• Reconcile monthly budget activity, identify discrepancies, and work with unit leaders to ensure expenditures are accurate and appropriately documented.
• Coordinate travel requests for executive staff members and students, including airfare, lodging, ground transportation, and itineraries.
• Prepare travel authorizations and ensure all required approvals are obtained prior to travel.
• Reconcile executive travel expenses following completion of travel and submit all required documentation in accordance with university policies.
• Serve as a resource for travel policies, reimbursement procedures, and expense documentation.
• Maintain organized financial and travel records for audit and compliance purposes.
• Assist with year-end budget closeout and fiscal reporting activities.
• Support department-wide operational initiatives and special projects.
• Collaborate with campus business offices, procurement, accounts payable, and travel services to resolve financial and operational issues.
• Develop and maintain effective working relationships with coaches, staff, vendors, and university partners.
• Receive mail and packages on behalf of the department, then distribute accordingly.
• Greet all guests entering the Athletics Administrative area.
• Purchase office supplies on behalf of the Athletics Administrative area and consistently restock items in the Athletic Director’s suite.
• Perform other duties as assigned to support the mission of the athletics department.
• Maintain regular and predictable attendance.

Skills

Strong organizational skills

Attention to detail

Communication skills

Customer service skills

Multitasking

Education

Associate’s degree or equivalent

Tools

Microsoft Office Suite

Excel

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, budget reconciliation, and travel logistics while upholding fiscal accountability and excellent service.

The role requires strong organization, attention to detail, and the ability to coordinate with coaches, staff, vendors, and university partners.