Athletic Operations Program Manager I - Track & Field/Cross Country

Department: Track & Field/Cross Country – Belknap Campus | Full time | Regular position

About the Role

The Athletic Operations Program Manager I for Track & Field directs the day-to-day operations of the University of Louisville Men’s & Women’s Track & Field/Cross Country program. This position reports to the Head Coach and Sport Administrator for Track & Field/Cross Country.

Responsibilities

• Execute and disseminate all meet/event contracts; coordinate travel, payment, and communication with all meet/event hosts/sites; serve as point of contact for visiting teams.
• Coordinate meet/event day operations with marketing, facilities, sports information, and meet/event management staff when applicable.
• Coordinate all team travel and coaches' travel; execute all vendor contracts related to team travel (hotels, team meals, transportation, etc.).
• Assist with coordination of recruiting visits (e.g., meals, hotel, activities, tours).
• Provide day-to-day administrative support to the Track & Field/Cross Country program (e.g., pro card transactions, submit travel vouchers, purchasing).
• Serve as primary point-of-contact to the Athletic Business Office; handle all pro-card reconciliations, travel reimbursements, purchase orders, monthly budget reconciliations, accounts receivable, and disbursements.
• Reconcile, project, and monitor team budget.
• Assist with coordination of team operations; meetings, schedules, and practice times.
• Travel with team at discretion of the Head Coach.
• Serve as liaison to Athletics Compliance; promote an atmosphere of compliance within the program through strict adherence to NCAA, ACC, and university rules and regulations.
• Assist in sports information, marketing, and social media operations of the program.
• Coordinate all special events for the team (Team Banquet, Alumni Gatherings, etc.).
• Manage sport-specific donor club and serve as point of contact for club; manage alumni database and communicate regularly with alumni to increase engagement.
• Utilize TEAMWORKS software for team communication.
• Assist in coordination of coaching staff to meet required compliance paperwork deadlines.
• Coordinate all required paperwork for incoming student-athletes and assist in admissions process (National Letter of Intent, NCAA eligibility certification & clearinghouse, campus housing liaison, university admissions process).
• Manage gear ordering, distribution, and tracking through equipment manager.
• Other duties as assigned by the Head Coach and Sport Administrator for Track & Field/Cross Country.

Requirements

• Bachelor’s Degree in Sports Administration or related field and four (4) years of related work experience with collegiate athletic program or equivalent combination of education and work experience.
• Valid driver's license must be insurable by University insurance carrier.
• Knowledge of NCAA rules and regulations.
• Ability to travel and work nights, weekends, and holidays required.

Preferred Qualifications

• Experience with Indoor and/or Outdoor Track & Field Meet Management.
• Experience coordinating official & unofficial visits.
• Experience coordinating competition officials & volunteers.
• Sport-specific knowledge.
• Experience working in collegiate athletics.
• Effective administrative/organizational skills and ability to prioritize time-sensitive tasks and projects according to deadlines.
• Effective verbal, written, and interpersonal communication skills with ability to interact effectively and tactfully with all members of the University community.
• Working knowledge of Microsoft Office.
• Previous experience working with diverse populations and proven ability to work in a University setting.