Operations Coordinator for Athletics

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

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.

What we offer:

• paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year.
• paid parental leave (6 weeks)
• affordable health and dental insurance
• robust long-term disability and life insurance plans
• range of retirement benefits
• cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
• cover 100 percent of the tuition costs for you to earn your undergraduate degree
• 80 percent of your graduate tuition
• Health Savings Account (which we contribute to)
• whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for 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.

Goodness requires action to grow. We're dedicated to doing our part to keep goodness growing in Muncie, at our university, and as far beyond as possible. That's where you come in. When you join our team, you become part of goodness in action. Our main priority: uplifting students so they can discover their full potential. This is how we fly.

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status. Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position.

Contact Melissa Rubrecht, Director of Employee Relations, at 765-285-1823 for assistance.

People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: [phone] Fax: [phone]