Operations Coordinator for Olympic Sports

Position Title: Operations Coordinator for Olympic Sports Compensation: $16.50 - 17.84 Department: Intercollegiate Athletics Ops_D (Jeff Mitchell Start Date: 09/22/2025 About this opportunity: The Operations Coordinator for Olympic Sports will support the financial and operational functions of Ball States Olympic sport programs. With a strong focus on business processesincluding budget oversight, procurement, and travel managementthis 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 departments 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. 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 supports the financial and operational functions of Ball States Olympic sport programs. With a strong focus on business processesincluding budget oversight, procurement, and travel managementthis 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 departments fiscal responsibility and operational excellence across assigned sport programs. This position is primarily office-based; some evenings and weekends may be required to support sport schedules. Duties and Responsibilities: 1. Serve as the primary business operations contact for assigned Olympic sport programs (e.g., soccer, volleyball, track and field, swimming & diving). 2. Manage sport-specific budgets in collaboration with the Athletics Business Office and coaches; monitor and report on expenditures. 3. Coordinate all aspects of team travel, including booking transportation, lodging, meals, itineraries, and processing related expenses. 4. Process purchase orders, vendor payments, and P-card transactions in compliance with Ball State and NCAA financial policies. 5. Support coaches in planning and executing operational needs for practices, competitions, and postseason travel. 6. Track team-related expenses and ensure timely submission of receipts, reimbursements, and reconciliations. 7. Assist with equipment and apparel orders, ensuring budget alignment and adherence to procurement procedures. 8. Serve as a liaison to Ball State departments including accounts payable, purchasing, risk management, and transportation. 9. Maintain documentation for audits, budget reviews, and NCAA financial reporting. 10. Help develop standard operating procedures and internal checklists for team operations and financial transactions. 11. Assist with onboarding and training new coaches or staff on university business processes and systems. 12. Support planning and logistics for team events such as banquets, team meetings, and senior recognitions. 13. Perform other related duties as assigned in support of department-wide business and operational initiatives. 14. Maintain regular and predictable attendance. Minimum Qualifications: · Associates 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: · Bachelors 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 online via the Ball State jobs portal. Please upload the following documents: Resume (required) Cover Letter (optional) 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. Goodness requires action to grow. We're dedicated to doing our part to keep goodness growing in Muncie, at our university, and as far beyond as possible. That's where you come in. When you join our team, you become part of goodness in action. Our main priority: uplifting students so they can discover their full potential. This is how we fly. There are about 3,000 full-time faculty and staff in the Ball State University work family. Each brings unique gifts to help us be the kind of institution we want to be. In return, we do our best to take care of them through comprehensive medical and dental plans, a Health Savings Account (which we contribute to), and a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family. We can offer you more. Where you live matters just as much as where you work. We get it. That's why we've invested since the very beginning in making our hometown work. On campus, find state-of-the-art facilities and one-of-a-kind arts and cultural events. In Muncie, you'll find a warm and welcoming community with affordable housing and a vibrant downtown arts, food, and music scene. What could be better? You here - for starters. Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status. Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position. Contact the Assistant Director of Equal Opportunity and ADA Coordinator, John Bowers, at 765-285-5163 for assistance. People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: 765-285-1834 Fax: 765-285-8663