Operations Coordinator for Athletics

About the role

Ball State Athletics is seeking an Operations Coordinator for Athletics to support the day-to-day operations of our Olympic Sports programs. This is an excellent opportunity for a highly organized, detail-oriented professional who enjoys working in a fast-paced, team-focused environment and wants to contribute to the success of Ball State's student-athletes and athletic programs.

Responsibilities

• Coordinate purchasing for assigned athletics units, including Marketing, Communications, Sports Performance, Equipment, and other administrative areas as assigned.
• Process purchase requisitions, purchase orders, procurement card transactions, invoices, and payment requests in accordance with university and athletics policies.
• Ensure all purchases comply with university procurement procedures, NCAA regulations, and departmental policies.
• Reconcile monthly budget activity, identify discrepancies, and work with unit leaders to ensure expenditures are accurate and appropriately documented.
• Coordinate travel requests for executive staff members and students, including airfare, lodging, ground transportation, and itineraries.
• Prepare travel authorizations and ensure all required approvals are obtained prior to travel.
• Reconcile executive travel expenses following completion of travel and submit all required documentation in accordance with university policies.
• Serve as a resource for travel policies, reimbursement procedures, and expense documentation.
• Maintain organized financial and travel records for audit and compliance purposes.
• Assist with year-end budget closeout and fiscal reporting activities.
• Support department-wide operational initiatives and special projects.
• Collaborate with campus business offices, procurement, accounts payable, and travel services to resolve financial and operational issues.
• Develop and maintain effective working relationships with coaches, staff, vendors, and university partners.
• Receive mail and packages on behalf of the department, then distribute accordingly.
• Greet all guests entering the Athletics Administrative area.
• Purchase office supplies on behalf of the Athletics Administrative area and consistently restock items in the Athletic Director’s suite.
• Perform other duties as assigned to support the mission of the athletics department.
• Maintain regular and predictable attendance.

Requirements

• Associate’s degree or equivalent from an accredited institution.
• At least one year of experience in athletics administration, operations, or business support.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite, particularly Excel.
• Ability to manage multiple priorities while meeting deadlines.
• Demonstrated customer service and interpersonal skills.
• Current authorization to be employed in the United States without employer sponsorship.

Qualifications

• Experience working in collegiate athletics, higher education, or a business operations environment through internships, graduate assistantships, or full-time employment.
• Experience with financial systems, purchasing platforms, or travel management software.
• Knowledge of NCAA, conference, and university financial policies and procedures.

Benefits

• Paid 10 to 24 vacation days per year
• 12 sick days per year
• 10 holidays per year
• Paid parental leave (6 weeks)
• Affordable health and dental insurance
• Robust long-term disability and life insurance plans
• Range of retirement benefits
• 90 percent coverage of your child's (or children's) undergraduate college tuition at Ball State
• 100 percent tuition coverage for you to earn your undergraduate degree
• 80 percent tuition coverage for your graduate studies
• Benefits effective from the first day of employment
• Access to a Total Compensation Calculator spreadsheet to estimate the value of core benefits

Pay

Compensation: $16.50 - $17.84 per hour