PAY GRADE: 27N

DEADLINE: Open until Filled

CONTEXT OF THE JOB:

The Business Operations Assistant at the University of Delaware is a valued member within the University and Department of Intercollegiate Athletics and Recreation Services (DIARS), upholding and embracing the departmental mission of "Inspiring Greatness Together."

The Business Operations Assistant is primarily responsible for supporting business and operations functions. These functions include, but are not limited to, accounting and payroll management, hiring and invoicing for departmental camps and clinics and student-athlete insurance coordination. Additionally, the Business Operations Assistant collaborates on team-wide initiatives including team meeting planning, project management and office administration.

The Business Operation Assistant will be a collaborative team player who possesses superior attention to detail, strong organizational and communication skills, and have the ability to meet deadlines while addressing multiple requests. This position requires handling of confidential and sensitive information, files and policy related matters generated and housed in the Department of Intercollegiate Athletics and Recreation Services. A high level of independent judgment, initiative, and problem-solving skills are required.

This position will serve as an integral athletic administrator and member of the DIARS Project Management Team which prioritizes collaboration and communication in order to achieve the highest levels of both efficiency and effectiveness. The purpose of this team is to connect, inspire and engage the DIARS community to support and enhance the DIARS through a unified voice.

MAJOR RESPONSIBILITIES:

Bob Carpenter Center Accounting (40%)

• Manages accounts receivable process including invoicing, tracking, and depositing payments.
• Processes purchase order requisitions and vendor payments.
• Reviews and allocates expense reimbursements and purchasing card transactions.
• Maintains and organizes supporting documentation for all activity.
• Performs account reconciliations.
• Processes journal vouchers and cash transmittals.

Camps/Clinics (25%)

• Manages annual communication to coaches and facilities team for camps/clinics requests.
• Tracks, organizes, and maintains camps/clinics request forms and documentation.
• Coordinates background checks for personnel working with camps/clinics.
• Serves as HR Liaison for hires related to camps/clinics under the Division of Intercollegiate Athletics and Recreation Services.
• Works with coaching staff to coordinate all hiring paperwork with new candidates.
• Monitors progress of candidates through communication with HR.
• Follows up with candidates once hired to assist with onboarding forms, payroll paperwork, and training.
• Documents and receives camp revenue.
• Prepares and submits S-contracts for coach's compensation.

Student-Athlete Insurance Coordination (15%)

• Coordinates reporting of incidents and billing issues to AG Administrators in partnership with Sports Medicine.
• Manages annual insurance communication process to student-athletes and parents/guardians.
• Tracks, organizes, and maintains student-athlete insurance forms and documentation.
• Evaluates student-athlete's insurance ensuring proper coverage.

Project Coordination and Leadership (15%)

• Works in partnership with the DIARS Project Management team to set team priorities and execute team strategy.
• Collaborates on a variety of projects to deliver process improvement and increased efficiencies for team-wide implementation.
• Assists with team-wide administrative needs and office management.
• Builds and sustains relationships with a wide variety of constituents across DIARS and across the University.

Payroll Management (5%)

• Works in partnership with Talent Management Team to process payroll forms.
• Prepares S-contracts for overtime payments and off-cycle checks.
• Partners with Talent Management Assistant to provide support with HR functions as needed.
• Performs timekeeper role in UD Time.
• Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS:

• High School Diploma or GED and three to five years of related experience or equivalent combination of education and experience.
• Excellent oral and written communication skills.
• Strong time management skills.
• Strong, proficient administrative and computer skills in a Windows environment including word processing, spreadsheet, and database management.
• Attention to detail.
• Experience in data entry with minimal error rate.
• Ability to keyboard with speed and accuracy.
• Ability to work in a fast-paced environment.
• Ability to set priorities, handle multiple tasks, and meet deadlines.
• Ability to work well with co-workers in a team oriented environment.
• Ability to maintain confidentiality.
• Accounting experience preferred.
• Ability to use advanced techniques in spreadsheet and database software preferred.
• Knowledge of University operating procedures preferred.

Equal Employment Opportunity

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

To apply please click here!