Department of Intercollegiate Athletics & Recreational Sports
Job #21-16
Close Date: Sunday, April 25, 2021
(Job #21-16) Administrator I, Assistant Athletic Director - Financial Operations. Salary is commensurate with qualifications and experience. This is a full-time, benefited, 12-month pay plan position in the Department of Intercollegiate Athletics and Recreational Sports. This position is an Administrator I in the California State University Management Personnel Plan (MPP). Under this plan, incumbents are subject to normal management reviews and serve at the pleasure of the University President. Additional information can be found at: http://www.calstate.edu/HRAdm/policies/mpp.shtml. This position comes with an extensive benefits package that includes comprehensive medical, dental, and vision coverage, CalPERS retirement, Fee Waiver eligibility (reduced tuition on most CSU system classes), life insurance, and voluntary pre-tax health and dependent care reimbursement accounts. Additional benefits information can be found at https://hraps.humboldt.edu/employee-benefits.
Humboldt State University is a Hispanic-Serving Institution that strives to foster an inclusive and equitable community to support our students of diverse backgrounds. HSU is committed to achieving the goals of equal opportunity and endeavors to employ faculty and staff of the highest quality committed to working in a multicultural and multiracial community that reflects the diversity of the state. Additional information about Humboldt State University can be found at www.humboldt.edu.
Position Summary: The Assistant Athletic Director - Financial Operations position, under general direction of the Director of Intercollegiate Athletics and Recreational sports, manages and maintains programs in support of Intercollegiate Athletics and Recreational Sports. This position provides manages and oversees the day-to-day financial, human resource management and travel operations. The Assistant Athletic Director - Financial Operations develops policies, procedures and strategic plans for each program's operating budget and ensures adherence within and across the department/unit/programs to all applicable policies, procedures, rules and regulations (e.g. CSU, HSU, NCAA Division II and California Collegiate Athletic Association (CCAA).
Duties:
Fund Management
Manage the department business operations and department unit and program budgets, including financial oversight of head coaches and department staff.
Manages the cash flow of the Athletic Department's 30 funds, 23 scholarship funds and three Athletics Department scholarship endowments ensuring department maintains accurate and within budgetary limits. Collaborate in management of Recreational sports Trust fund accounts.
Ensure proper accounting, depositing and collection of funds consistent with University Business and Finance policy guidelines. Lead oversight and supervision of all expenditures, including but not limited to, accurate financial tracking and reporting of department and program funds .
Review monthly financial statements and make necessary adjustments to maintain budget guidelines. Be proactive in adjusting expenditures.
Develop and implement revenue depositing strategies that accurately account for donations, fundraising events, gate receipts, guarantees, season ticket sales, concessions sales, sports camp registrations, banquet income, NCAA and conference reimbursements and other miscellaneous funds including revenues collected via online credit card transactions.
Collaborate closely with the HSU Student Financial Services Office to ensure correct receipting of funds.
Provide Athletic Director weekly reports on scholarship fund balances.
At the end of the fiscal year, request that funds remaining in the Athletics Operating Trust and the
Advancement Trust be moved to the appropriate scholarship accounts before the year is closed. Request transfers between scholarship funds to bring all scholarship funds to a zero or positive balance by the close of the fiscal year.
Provide year end expenditure accruals to the accounting office to charge expenditures to the appropriate fiscal year to match the corresponding revenues.
Ensure change funds and cash deposits are transported on campus in accordance with university cash handling policies.
Formulate polices for ticketing processes for home games and responsible for ticketing program at home events including parking and game day sales reconciliations. Budget Analysis/Mandated Financial Reporting
Accountable for the financial administration within the Division of Intercollegiate Athletics and Campus Recreation.
Formulates policies and programs related to the completeness, accuracy, and conformance of athletic financial records within CSU, HSU policy, and NCAA requirements; correcting and reconciling fund and account balances to external data and budgets; preparing journal entries; resolving problems associated with incorrect financial data.
Collaborate with the University Budget Office to review the Athletic Department position inventory for accuracy, and request changes as necessary.
Collaborate yearly with University Budget office and Athletic Director on the annual budget request template
incorporating any necessary modifications to improve efficiency.
Provides the campus's response to the U.S. Department of Education's Equity in Athletics Disclosure Act (EADA) Survey, creating the campus's EADA public disclosure report, NCAA Financial Report and Public Records Act (PRA) requests for information.
Supervise division staff for overall financial integrity, travel, purchasing, event contracts, wage employees and other business operations.
Purchasing/Reimbursements/Contracts/Insurance
Responsible for department purchasing including but not limited to, processing purchase and service requisitions, procurement card purchase transactions, collaboration with the University Contracts Officer for new purchasing and service contracts and existing contracts renewals. Ensure all purchasing is done within state and campus purchasing guidelines.
Develop strategies including submissions that provide efficient, accurate and timely processing of invoices, payments and reimbursements.
Complete and submit all Hospitality, Training Table and Direct Pay Reimbursements for employees within the Athletic Department.
Process Hold Harmless Requests to obtain certificates of insurance for various Athletic Department Activities.
Secure and administer insurance coverage for sport camps.
Secure special event insurance for tailgate parties, high school track meets, fundraising events, etc.
Arrange for proof of insurance coverage for leasors for off-site practices, off site games, and other miscellaneous events.
Travel
Responsible for all team travel requests approval, ensuring that each trip is within a program's budget and the correct chart field string is included.
Review and submit all travel claims for the Athletic Director's approval, ensuring that appropriate receipts are attached for every expense and the correct reporting categories are utilized. Work with Athletic Department coaches and staff to resolve any issues before the trip is submitted to the Athletic Director for approval.
Develop and implement travel policies and procedures.
Research and prepare travel information to be used in contracting ground/air transportation and lodging for away contests.
Responsible for departmental post-season reimbursement submission claims from NCAA online Travel Expense System, including requesting and justifying exceptions to the NCAA Travel Policy. Corporate Donors /Fundraising
Establish a program-wide and sport-specific fundraising goals, plans, and implementation strategies in collaboration with Assistant AD including the development and implementation of appropriate cultivation, solicitation and stewardship strategies and goals for prospects and donors.
Identify prospective individual and corporate donors, and cultivate and solicit prospects. Open and maintain effective channels of communication with all donors through correspondence and personal contact. Solicit top prospects and donors.
Identify and cultivate volunteers from local business and community groups for participating in annual fund campaigns and special events.
Personnel
Manage professional and student staff along with assigned sport(s) under general direction of the Athletic Director.
Responsible for Coaching Faculty transaction forms (department wide) and hiring, separation processes for
department.
Manage and process new position descriptions, emergency hires and recruitments, complete job recruitment forms for the hiring authority. Other duties
Minimum Qualifications: Bachelor's degree or equivalent in Business, Accounting or related field required; Three (3) years administrative work experience involving study, analysis, and or evaluation leading to the development or improvement of administrative policies, procedures, practices or programs.
Required Knowledge, Skills, and Abilities:
Must have the ability to balance revenues and expenditures to maintain a positive cash flow situation. This is a critical function which involves ensuring that expenditures are made from the appropriate accounts and entails carefully timing revenues and expenditures to assure fiscal solvency.
Ability to provide key objectives and long-term goals for the department with high visibility or broad impact
Ability to use sound judgment to help Director of Athletics make determination of approaches to projects and priorities.
Ability to perform advanced budget reconciliations and projections.
Must have the ability to perform complex financial tasks with constant interruptions.
Ability to analyze financial and personnel data to complete federal and NCAA financial reports.
Working knowledge of, or ability to acquire regarding NCAA rules and regulations.
Demonstrated ability to form cooperative and congenial working relationships with a large staff within a busy
working environment.
Ability and willingness to work nights and weekends when required.
Demonstrated ability to remain calm and professional under stress and interactions with community members.
Demonstrated knowledge of U.S. Department of Education and NCAA reporting regulations to accurately and
completely report financial data.
Ability to gather and discern data from various campus' offices to compile the required information, interpreting regulations and guidelines to report data accurately, documenting the report through extensive working papers, and uploading the campus data electronically to the appropriate websites
Ability to accurately complete EADA & NCAA Financial report ensuring that financial transactions are recorded in a manner that will allow for accurate reporting (i.e., making sure that revenues and expenses are recorded in the appropriate fund, department and program code to facilitate accurate reporting).
Preferred Qualifications: Master's Degree in Sport Management, MBA; Five (5) Years or more demonstrated record of successful budget management/development and business operations; Experience with EADA and NCAA reporting; Experience with Athletics budgeting and programming; Three (3) to Five (5) years of independent work performance of critical and high-level complex analysis and projection; Three (3) or more years of corporate donor fundraising & cultivation; Three (3) years or more of sport supervision; Extensive knowledge of state accounting, cash handling, contracting and purchasing policies; Prior experience working on a CSU campus preferred; High level expertise in using institutional software including but not limited to, Power Point, Excel, Oracle, PeopleSoft Financial and Human Resources systems, Word and other miscellaneous software programs.
Application Procedure: To apply, qualified candidates must electronically submit the following materials via Interfolio (link below):
Letter of Interest
Resume or Curriculum Vitae
Contact information for at least three professional references
history-form; NOTE: Download the HSU Employment History Form and save it as a PDF file prior to filling it out. If the form is completed in an online browser, content WILL NOT be saved).
Application Deadline: The deadline to submit application materials is 11:59 p.m. on Sunday, April 25, 2021.
Any inquiries about this recruitment can be directed to careers@humboldt.edu or HSU's Human Resources Office at (707) 826-3626.
Equal Employment Opportunity Statement Humboldt State University is a Title IX/Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, protected veteran status, or any other legally protected status.
HSU is committed to enriching its educational environment and its culture through the diversity of its staff, faculty, and administration. Persons with interest and experience in helping organizations set and achieve goals relative to diversity and inclusion are especially encouraged to apply.
It is the responsibility of the applicant to provide complete and accurate employment information. Evidence of required degree(s), certifications(s), or licenses(s) will be required prior to the appointment date. Incorrect or improperly completed applications will not be considered for vacancies. Any reference in this announcement to required periods of experience or education is full-time activity. Part-time experience or education (or activities only part of which are qualifying) will receive proportionate credit. In accordance with applicable Collective Bargaining Agreements, preference may be given to the campus applicants covered by these agreements. However, positions are open to all interested applicants, both on and off campus, unless otherwise stated.
A background check (including a criminal records check, employment verification, and education verification) must be completed satisfactorily as a condition of employment with the CSU. Certain positions may also require a credit check, motor vehicle report, and/or fingerprinting through Live Scan service. Adverse findings from a background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
Compliance with the California Child Abuse and Neglect Reporting Act (CANRA) and CSU Executive Order 1083 Revised July 21, 2017 (EO 1083) is a condition of employ-ment. CSU employees in positions with duties that involve regular contact with children or positions which supervise such employees are designated as Mandated Reporters under CANRA and are required to comply with the requirements set forth in EO 1083. Upon appointment to this position, the successful candidate(s) will be notified of and required to acknowledge their CANRA reporting status.
Additionally, all CSU staff and faculty receive training annually on their obligations in responding to and reporting incidents of sexual harassment and sexual violence. You will be notified by email when you are required to take this mandated training.
New faculty employees hired by the CSU for the first time who first become CalPERS members on or after July 1, 2017 are subject to a 10-year vesting period for retiree health and dental benefits. Staff employees covered under bargaining agreements 1, 2, 4, 5, 6, 7, 9, 10, C99, E99, M80 and M9 hired by the CSU for the first time who first become CalPERS members on or after July 1, 2018 are subject to a 10-year vesting period for retiree health and dental benefits
If accommodations need to be made during the recruitment and interview process, please contact Human Resources at (707) 826-3626 or hsuhr@humboldt.edu
