Position Summary: The Director, Sport Operations manages all team travel and event planning for multiple sports, including transportation, meals, and lodging; manages all staff travel, team travel, and on-campus recruiting visits, to include arranging travel itineraries, scheduling on-campus visits, and arranging lodging accommodations, for prospective student athletes and coaches; coordinates the day-to-day fiscal affairs of the programs, to include budget tracking and expenditure monitoring; serves as a central point of contact between students, faculty, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters; maintains program/project records, researches information and gathers and computes various data; prepares special and/or one-time reports or summaries, selecting relevant data from a variety of sources; performs miscellaneous job-related duties as assigned.
The Director, Sport Operations will be assigned multiple sports programs that vary in staff personnel from team to team. Assigned teams with Director of Operations personnel will be assigned tasks to assist the coaches, and operation tasks will be the responsibility of the Director of Operations. Teams without Operations personnel will require this position to serve as those teams Director of Operations.
Essential Functions of the Job:
1. Function: Team Operations – Assigned teams without a Director, Operations; plans, schedules, and organizes all team travel needs; coordinates all team activities and special events in conjunction with the coaching staff; plans, schedules, and organizes any community service events; recruit, manage and train student managers for the program; serves as the liaison for visiting teams; prepares and distributes the visiting team guide on an annual basis; communicates with visiting teams prior to arrival regarding logistics, travel, etc.; coordinates with athletic facilities and event management on visiting team practice times and needs; assists the Head Coach with compiling the fall and spring competition schedule in accordance with NCAA rules and regulations; serves as the liaison to the following departments within Athletics: business office, compliance, equipment, facilities/event management, marketing, sports medicine, strategic communications, strength & conditioning, ticket office, and World Travel; and assists with planning, coordinating, and scheduling practice times, meeting schedules, off-season activities, sports clinics, and other special events. (40%)
2. Function: Recruiting – Assigned teams without a Director, Operations; organizes recruiting weekends and game day recruiting functions for assigned teams; coordinates travel arrangements for prospective student athletes during all official visits, including meals, transportation, and hotels; establish contact with incoming freshman and transfer student-athletes throughout duration of recruiting process; create and update recruiting lists at the direction of the coaching staff; coordinate updates to the recruiting database; supervise planning and coordinating of official and unofficial visits (itineraries, travel, hotel, hosts, meals, compliance paperwork, complimentary tickets, etc.); arrange meetings with various on-campus faculty and staff as part of unofficial / official visit itineraries; manage and direct game-day recruiting events and assist with development of recruiting materials, graphics, stationery, and business cards. (20%)
3. Function: Financial – Assigned teams without a Director, Operations; manages all aspects of the operating budget for assigned teams without a Director, Operations; reconciles all team travel expenses in Concur in accordance with Tulane Policies and Procedures for assigned teams without a Director, Operations; prepares future budget proposals for assigned program; processes all payment requests through the Business Office; orders supplies and equipment after thoroughly vetting pricing and vendor options; serves as the programs point of contact for external vendors and suppliers; maintains supplies and equipment inventory lists and keeps apprised of university and departmental budgetary guidelines, policies, and procedures. (20%)
4. Function: Administrative Duties – Assigned teams with a Director, Operations; provides administrative support for the assigned coaches to those sport programs; answers phone calls and directs inquiries to appropriate parties and/or takes messages; greets visitors; assesses visitors’ needs and directs to appropriate parties; performs data entry and prepares reports, including budget tracking and expenditure monitoring; makes informed, fiscally responsible financial decisions with university guidelines in mind; keeps apprised of university budgetary guidelines, documents, and procedures; manages documents and data files in a timely manner and follows standards and protocols set forth by the University. (10%)
5. Function: Sport Camps – Assigned teams without a Director, Operations; assists in directing or directs sport camps as requested or required by the Head Coach and markets and organizes the camps so that they are efficiently run and comply with Athletic Department standards and policies. (5%)
6. Function: Other Duties; performs other duties as requested or required, whether or not specifically mentioned in this job description. (5%)
Required Education and Experience:
3 years team operations experience
High School Diploma/Equivalent
9 years team operations experience
Required Knowledge, Skills, and Abilities/Competencies:
Ability to interact effectively with coaches, administrators, student athletes and vendors.
Ability to manage through several reporting lines on a day-to-day basis.
Strong interpersonal skills.
Ability to work occasional evenings and weekends, as needed.
Extremely organized, a self-starter, and intrinsically motivated.
Excellent time management skills.
Exemplary communication aptitude.
Proven ability to effectively manage multiple assignments simultaneously.
Ability to prioritize work assignments and meet established deadlines.
Proficient computer skills including word processing and spreadsheets.
A working knowledge of GAAP (General Accepted Accounting Principles).
Ability to apply GAAP to fiscal oversight of assigned sports.
Personnel management competencies, encompassing a varied and diverse labor pool.
Thorough knowledge of NCAA and American conference rules and regulations.
Experience at the Division I intercollegiate level
Ensures that all Department of Athletics and University related activities operate in full compliance with university, conference and NCAA rules and regulations. Attends and participates in scheduled compliance seminars and complies with all the Athletic Department’s efforts to monitor compliance with NCAA regulations. Seeks interpretations from the compliance staff before acting when necessary. Reports potential rules violations immediately. Completes required compliance paperwork in a timely and efficient manner. Monitors all his/her areas and/or program activities closely to maintain compliance with applicable rules and regulations.
In order to be considered for this position, applicants are required to apply for IRC28576 via the Tulane University employment website (https://jobs.tulane.edu/position/IRC28576). The position closes on December 1, 2023.
Please Note: Depending on your role and the department in which you work, you may be expected to adhere to COVID-19 requirements, such as vaccinations and booster shots.
Tulane University is committed to creating a community and culture that foster a sense of belonging for all. We are a recognized employer and educator valuing AA/EEO, Protected Veterans, and Individuals with Disabilities. We encourage all qualified candidates to apply. We are intentionally seeking candidates who are committed to fostering equity, diversity, and inclusion in support of Tulane’s Strategy for Tomorrow.
Tulane University is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact the Office of Human Resources & Institutional Equity by phone at 504-865-4748 or email firstname.lastname@example.org.
Founded in 1834, Tulane is one of the most highly regarded and selective independent research universities in the United States. A member of the prestigious Association of American Universities, we take pride in being a part of this select group of 62 universities with “pre-eminent programs of graduate and professional education and scholarly research.” Our schools and colleges offer undergraduate, graduate and professional degrees in the liberal arts, science and engineering, architecture, business, law, social work, medicine and public health and tropical medicine. With a seventeen-sport program that competes in the American Athletic Conference, Tulane Athletics is on the rise, boasting one of the oldest and most storied athletics programs in the Southeast, and indeed the nation.
Tulane University is an EOE/M/F/Vet/Disabled employer with a strong commitment to diversity and inclusion. Applications by members of all underrepresented groups are encouraged.