Operations Coordinator for Olympic Sports

Position Title:

Compensation:

Department:

Start Date:

About this opportunity:

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 Olympic Sports will support the financial and operational functions of Ball State's Olympic sport programs. With a strong focus on business processes-including budget oversight, procurement, and travel management-this position ensures effective and compliant support of daily team operations while working closely with coaches, staff, and campus business offices. The role is critical in upholding the department's fiscal responsibility and operational excellence across assigned sport programs. This position will be primarily office-based; some evenings and weekends may be required to support sports schedules.

Duties and Responsibilities:

1. Serve as the primary business operations contact for assigned Olympic sport programs.

2. Manage sport-specific budgets in collaboration with the Athletics Business Office and coaching staff; monitor, report, and reconcile expenditures to ensure fiscal responsibility.

3. Prepare and process travel documents for coaches, graduate assistants, and volunteers, including travel authorizations, vehicle requests, and cash advances.

4. Prepare and submit required university and NCAA financial documentation, including check requests, requisitions, compliance forms, deposits/withdrawals, purchase orders, and vendor setup requests.

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

6. Prepare and reconcile expense reports and cash advances related to team travel.

7. Complete team travel recap forms and submit documented receipts to Athletics Business Operations.

8. Serve as a liaison to university departments including accounts payable, purchasing, risk management, and transportation to resolve operational and financial matters.

9. Maintain accurate financial and operational records for audits, budget reviews, and NCAA reporting; help refine internal procedures and internal checklists for efficiency of team operations and financial transactions.

10. Support coaches in planning and executing scheduling needs associated with NCAA DI athletics programs, including recruiting visits, competitions, and team events.

11. Assist in the organization and implementation of sports-related camps and clinics.

12. Provide excellent customer service by assisting coaches, student-athletes, and visitors, and supporting team events such as banquets and senior recognitions.

13. Perform other related duties as assigned in support of departmental and university-wide business operations.

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.

How to apply:

Please apply via the online Ball State University job portal.

Please list three professional references within the online application.

Supporting Documents Upload Instructions:

Important:Donotuse the Autofill feature when uploading your resume.

Required Document:

• Resume

Optional Document:

• Cover Letterdetailing your qualifications for the position.

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 affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.