Assistant Director, Athletic Business Operations

Procurement:

• Create, monitor and manage purchase orders for purchases across the Athletic Department.

• Review, monitor and approve purchases on procurement cards and travel cards for department staff. Assist in training staff on card program policies and procedures, ordering new cards, managing fraud, etc.

• Work with the Assistant AD, Business Operations on contract management for the athletic department; review all vendor contracts, understanding terms for the department, ensuring budget is in place for the purchase and tracking timelines on payments due and contracts ending/renewing.

Travel:

• Facilitate the contract process for charter air travel, buses, hotels, etc. for assigned sports. Ensure all proper contract policies are followed, and sport staff understand the process.

• Review and pay invoices for competition and other travel for all assigned sports and departments

• Assist in the development of travel budgets for all assigned sports, monitor throughout each year and provide updates on budget progress to sport staff and Business Office leadership.

• Provide support for all Athletic Card Programs including Procurement, Travel and Per Diem; requests new cards, training of staff on use, reviewing purchases, and ensuring proper documentation is obtained for all expenses.

Accounts Payable:

• Submit check requests for appropriate payments for all assigned areas in the Athletic Department.

• Manage Vendor records within accounting system. Ensure new vendors are set up properly and update existing vendors with correct addresses, pay information, etc.

Budget/Financial Planning

• Update and coordinate distribution of budget reports for assigned sports and departments.

• Monitor assigned budgets throughout each fiscal year and communicate regularly with Business Office leadership on status.

• Hold regular meetings with assigned sports and departments to provide updates on budget standing and address any concerns.

Inventory

• Complete Annual Inventory processes as prescribed by the University of Memphis and stay up to date on inventory purchases throughout the fiscal year to ensure smooth annual confirmation procedures.

• Understand inventory throughout the department and serve as contact for surplus process.

Administration

• Manage Gift-in-Kind/Trade usage throughout the Athletic Department and ensure proper documentation is recorded on all agreements/transactions.

• Responsible for managing the Athletic Department mailroom to ensure packages are sent out and received in a timely manner and the room stays clean and maintained.

• May work Athletic Department events as needed/directed.

Perform other duties as assigned.