Operations Coordinator for Athletics

bsu; United States; On-site; USD 23,000 - 25,000; Full time

Benefits offered by this job

Paid vacation days

Paid sick days

Holidays (10)

Parental leave

Job summary

Ball State University is seeking an Operations Coordinator for Athletics to support daily operations of Olympic Sports programs. The role requires coordination of purchasing, budgeting, and travel logistics while maintaining fiscal accountability and strong customer service.

Occasional evening/weekend commitments related to athletics events are expected. The ideal candidate will be highly organized, detail-oriented, and capable of liaising with the athletics business office, coaches, staff,

Qualifications

• Associate degree or equivalent required.
• 1+ year in athletics administration, operations, or business support preferred.
• Strong organization and attention to detail are essential.
• Excellent written and verbal communication abilities.
• Proficiency with MS Office, especially Excel.

Responsibilities

• Provide administrative and operational support to athletics department.
• Manage purchasing, budget reconciliation, and travel logistics.
• Coordinate travel for executive staff and students; prepare travel authorizations.
• Reconcile travel expenses and maintain organized financial records.
• Support year-end budget closeout and departmental initiatives.
• Maintain relationships with coaches, staff, vendors, and university partners.
• Greet visitors and assist in Athletics Administrative areas.

Skills

Organizational skills

Verbal & written communication

Multi-tasking

Customer service

Interpersonal skills

Education

Associate's degree or equivalent

Tools

Microsoft Office Suite

Excel

Job description

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:

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 affordabl