Athletics Operations Manager

Department: Athletic Department

FLSA: Non-Exempt

Job Designation: Full-time Staff

Schedule: Calendar year, 12-months, Mon-Fri 8:00 am-3:00 pm, 35 hours/week, some evening and weekend work required

Reports to: Director of Athletics

Travel: None/rare

Are you a motivated and capable administrative professional with experience managing operations? Do you feel a strong sense of accomplishment in streamlining processes and not missing details? Do you want to be part of a fun and dynamic team who care deeply about their work? If so, you may be the Operations Manager we are looking for!

POSITION SUMMARY

The Athletics Operations Manager supports the Athletics Department by developing and implementing effective systems to ensure the office, events, games, and tournaments run smoothly. This person is the point of contact for athletic logistics, data management, and office administration. They ensure the athletic office operates effectively and efficiently by developing and maintaining systems for game and travel logistics and general office administration. Given the high degree of collaboration between the Athletics programs, the incumbent is required to work on campus.

The Athletics Operations Manager works independently as well as a team member while maintaining a safe and friendly working environment. Responsibilities vary and may include special projects and event setup. They are accountable for high-quality job performance in support of the best interests of The Hotchkiss School.

The Hotchkiss School is eager to accept applications from individuals who are excited to support an inclusive and warm working and learning community for students and employees from a wide array of backgrounds and experiences.

ESSENTIAL FUNCTIONS:

Game and Travel Logistics

• Responsible for uploading and maintaining all team schedules per season on the school’s external website.
• Schedule all officials per season and confirm all assignments on Arbiter, a scheduling management tool.
• Send out weekly emails to all competing schools to confirm game times, locations and transportation.
• Collaborate and contribute towards uploading vehicle (Fleet) reservations for the fall, winter and spring seasons.
• Oversee all overnight athletic travel, including preseason and postseason trips.
• Assist coaches with travel arrangements, making hotel, car rentals, paying registration fees, arranging payment of per diem, mileage reimbursement and other travel or conference-related expenses.
• Assigning meal cards for away teams when appropriate.
• Assist in developing and maintaining a guide for coaches who travel with teams (e.g. pre-season, mid-season, or out-of-season trips).
• Collaborate with the off-campus travel task force to encourage, progress and improve travel experiences for athletes and coaches.
• Maintain all required deadlines for rosters, tournament applications, league dues and other New England Preparatory School Athletic Council (NEPSAC) requirements.

Athletic Office Administration

• Assist in facilitating communications between parents, faculty, students, and administrators with regard to athletic scheduling, officials, incoming and outgoing mail, phone calls, etc.
• Coordinate with the Business Office in compliance with all outside officials & ensure timely payment.
• Collaborate and contribute toward planning and implementing athletic banquets, receptions and tournaments, including award ordering and updating the database with award recipients.
• Collaborate and contribute toward managing athletic awards and creating season summaries (fall, winter and spring) to ensure accurate record-keeping in the SIS (currently Minerva) as well as on the School’s external website.
• Collaborate and contribute toward producing certificates for each awards season (Coaches Award, Career Certificates, Founders All League, New School Record, etc.).
• Partner in maintaining all office supplies including official athletic department stationary, all school certificates and league certificates.
• Other duties as needed or assigned.

QUALIFICATIONS:

• Associate’s degree or combination of education and experience;
• Successful administrative experience;
• Excellent organizational skills and detail-oriented, ensuring accuracy;
• Ability to set priorities, meet deadlines and manage projects effectively;
• Proficiency with technology, able to adapt and learn new technology as needed;
• Excellent communication skills, both written and oral;
• Ability to collaborate in a team environment;
• Ability to work well with a variety of people from various backgrounds;
• Ability to persist to ensure thoroughness and work independently and proactively.

PHYSICAL CONDITIONS

• Work is conducted primarily in an office environment.
• Operates keyboard, and computer.
• Moderate to frequent lifting/carrying up to 25 pounds.
• Moderate to frequent standing and stooping, mostly when assisting with events and productions.
• Must be able to traverse between the office and various areas of the athletic and campus facilities.

The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).

In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.