Operations Coordinator for Olympic Sports

Duties and Responsibilities:

1. Serve as the primary business operations contact for assigned Olympic sport programs (e.g., soccer, volleyball, track and field, swimming & diving).

2. Manage sport-specific budgets in collaboration with the Athletics Business Office and coaches; monitor and report on expenditures.

3. Coordinate all aspects of team travel, including booking transportation, lodging, meals, itineraries, and processing related expenses.

4. Process purchase orders, vendor payments, and P-card transactions in compliance with Ball State and NCAA financial policies.

5. Support coaches in planning and executing operational needs for practices, competitions, and postseason travel.

6. Track team-related expenses and ensure timely submission of receipts, reimbursements, and reconciliations.

7. Assist with equipment and apparel orders, ensuring budget alignment and adherence to procurement procedures.

8. Serve as a liaison to Ball State departments including accounts payable, purchasing, risk management, and transportation.

9. Maintain documentation for audits, budget reviews, and NCAA financial reporting.

10. Help develop standard operating procedures and internal checklists for team operations and financial transactions.

11. Assist with onboarding and training new coaches or staff on university business processes and systems.

12. Support planning and logistics for team events such as banquets, team meetings, and senior recognitions.

13. Perform other related duties as assigned in support of department-wide business and operational initiatives.

14. Maintain regular and predictable attendance.

Minimum Qualifications:

* Associate's degree from an accredited institution or equivalent, preferably in sport administration, business, accounting, or related field.

* At least one year of experience in athletics administration, operations, or business support.

* Proficiency with Microsoft Office, especially Excel, and familiarity with financial systems and tracking tools.

* Strong organizational, problem-solving, and communication skills.

* Must be able to work in a deadline-driven, team-oriented environment while managing multiple tasks.

Preferred Qualifications:

* Bachelor's degree in sport management, higher education, business, or related field.

* Experience with NCAA Division I Olympic sport operations or financial management.

* Familiarity with Ball State systems such as Workday, Banner, and Teamworks.