Program Associate II - Operations Coordinator

Position Summary

The Operations Coordinator plays a critical role in assisting the Athletics Department with the planning, coordination, fiscal management, and operational oversight of district athletic programming. This position works directly with school administrators, athletic coordinators, coaches, district departments, and community partners to ensure athletic programs operate efficiently, remain fiscally responsible, and comply with district, state, and MHSAA regulations.

Minimum Qualifications

• Must possess and provide evidence of a bachelor's degree (or higher) from an institution accredited by the North Central Association of Colleges and Secondary Schools or an equivalent higher education agency;
• Candidates without a bachelor's degree will be considered if they have a combination of at least two (2) years of post-secondary education combined with five (5) years of professional experience in a K-12 setting.

Experience

• Must have five (5) years of increasingly responsible work experience in an office or school environment, preparing payroll, budgets, financial reports and check processing.
• Ability to work independently with little direction is required.
• Excellent verbal, written, and interpersonal communication skills.
• Excellent customer service and problem-solving skills.
• Experience gathering data and preparing accurate and timely records, reports, notices, memos and correspondence.

Preferred Experience

• Experience working with youth in a K-12 setting.
• Demonstrated knowledge of DPSCD and MHSAA rules and requirements for athletics.
• Exceptional critical-thinking skills - ability to structure and solve problems, synthesize analysis into key takeaways and recommendations.
• Proficiency with PowerSchool, ArbiterSports, Peoplesoft, EPES Accounting highly preferred.
• Proficiency with Office 365 applications, including SharePoint, Teams and Outlook.

Essential Functions

• Aid in the creation of project documentation, including key dates and tasks lists.
• Assist athletics personnel and ensure all coaches and volunteers are properly credentialed.
• Assist with the recruitment and enrollment of students for athletics programming.
• Coordinate with District operations teams, including risk management, transportation, facilities and school nutrition to ensure logistics are planned and executed flawlessly for events.
• Liaise with external vendors and partners, as needed, to support school events and operations.
• Ensure students adhere to eligibility requirements for after-school activities, including meeting state-required thresholds for grades and attendance.
• Support with the scheduling of after school activities and events, including athletic events, clubs, parent nights, and open houses.
• Work collaboratively with administrators to craft and disseminate key communications to students, families and community members.
• Liaise with other District departments to coordinate volunteers and support for key projects and events.
• Maintain accurate budgets and expenditure records for District events, athletics, and after school activities.
• Coordinate, plan and assist with the facilitation of meetings, conferences, and training sessions.
• Stay abreast of District policies, procedures and relay information to school staff, volunteers and coaches, as needed.
• When needed, transport materials to/from the school to support events.
• Support Athletic programming during non-traditional work hours including evenings and weekends.
• Provide executive administrative support to the Executive Director including preparing and/or proofreading correspondence, initiating the processing and tracking of purchasing requisitions, and reconciliation of expense accounts/budgeted line items.
• Compile and analyze data; draft, review and edit reports, presentations and proposals.
• Aid in the planning, preparation and scheduling of meetings and other events as assigned.
• Provide technical assistance and administrative support to the Office of Athletics staff, athletic coordinators, coaches, and vendors.
• Serve as department liaison regarding accounts payable issues, and special Athletic office expenditures.
• Monitor, track and maintain a variety of Athletic expenditures; maintain financial, budgetary systems, and payroll for accounting purposes.
• Work cooperatively with auditors on audit processes that involve payables.
• Compile financial data regarding Athletic activities and special events, monitor cost and assist with contractors regarding requisitions and payments.
• Data entry of community use request for K-12 games, practices and special events.
• Maintain confidentiality in the data entry and processing of athletic staff information in the DPSCD dissemination log in accordance with all applicable laws and regulations concerning the access to and dissemination of the information.
• Process payroll for all athletic staff ensuring timeliness and accuracy.
• Enter and process all NON-DPSCD game day staff.

Security Clearance

This position requires performing essential functions outside of the traditional workday, including evenings and weekends. Must have reliable transportation.