Operations Coordinator for Athletics

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

## Operations Coordinator for AthleticsApply: Ball State University: Full time: Posted Today: End Date: October 2, 2026 (9 days left to apply): R-03295**Position Title:**Operations Coordinator for Athletics**Compensation:**$16.50 - 17.84**Department:**Intercollegiate Athletics Ops\\_F**Start Date:**10/19/2026**About this opportunity:**Ball State Athletics is seeking an Operations Coordinator for Athletics to support the day-to-day operations of our Olympic Sports programs. This is an excellent opportunity for a highly organized, detail-oriented professional who enjoys working in a fast-paced, team-focused environment and wants to contribute to the success of Ball State's student-athletes and athletic programs.Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.**What you'll do and what you'll bring:**## Position Function:## The Operations Coordinator for Athletics provides administrative and operational support to the athletics department by managing purchasing, budget reconciliation, and travel logistics for designated administrative units. This position plays a critical role in ensuring fiscal accountability, efficient business operations, and exceptional customer service across multiple department functions. The coordinator serves as the primary liaison between assigned units and the athletics business office while supporting executive leadership travel and departmental operational initiatives. This position includes occasional evening and weekend responsibilities related to athletics events and departmental initiatives. Duties and Responsibilities:1. Coordinate purchasing for assigned athletics units, including Marketing, Communications, Sports Performance, Equipment, and other administrative areas as assigned.2. 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.3. Reconcile monthly budget activity, identify discrepancies, and work with unit leaders to ensure expenditures are accurate and appropriately documented.4. Coordinate travel requests for executive staff members and students, including airfare, lodging, ground transportation, and itineraries.5. Prepare travel authorizations and ensure all required approvals are obtained prior to travel.6. Reconcile executive travel expenses following completion of travel and submit all required documentation in accordance with university policies.7. Serve as a resource for travel policies, reimbursement procedures, and expense documentation.8. Maintain organized financial and travel records for audit and compliance purposes.9. Assist with year-end budget closeout and fiscal reporting activities.10. Support department-wide operational initiatives and special projects.11. Collaborate with campus business offices, procurement, accounts payable, and travel services to resolve financial and operational issues.12. Develop and maintain effective working relationships with coaches, staff, vendors, and university partners.13. Receive mail and packages on behalf of the department, then distribute accordingly.14. Greet all guests entering the Athletics Administrative area.15. Purchase office supplies on behalf of the Athletics Administrative area and consistently restock items in the Athletic Director’s suite.16. Perform other duties as assigned to support the mission of the athletics department.17. Maintain regular and predictable attendance.**Minimum 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.**Preferred Qualifications*** Experience working in collegiate athletics, higher education, or a business operations environment through internships, graduate assistantships, or full-time employment.* Experience with financial systems, purchasing platforms, or travel management software.* Knowledge of NCAA, conference, and university financial policies and procedures.**How to apply:**Please apply via the online Ball State University job portal.Please list three professional references within the online application.**Supporting Documents Upload Instructions:****Important:** Do **not** use the Autofill feature when uploading your resume.**Required Document:*** **Resume********Optional Document:*** **Cover Letter****What we offer:**At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.Let's fly together toward a secure and prosperous tomorrow.**Curious about our excellent benefits package?**We have developed a calculator that show you the value of our core benefits. Select the *Total Compensation Calculator - Staff* *(Exempt)* and download our calculator spreadsheet.