Coordinator/Assistant Director of Business Operations 

Position Summary:

Serves as a member of the Business Office for the Athletic Department supporting its role in leading the Department’s business and financial processes. The responsibilities can be summarized as follows: requisitions and procurement support, ChromeRiver Travel and Expense review, billing, Travel contract and process support, payment processing, policy and education and enforcement, and special projects.

As with all positions within Gopher Athletics, this position is expected to work cooperatively with others and promote a healthy team atmosphere, comply with rules and regulations, and advance the Department’s mission, vision, and strategic plan, including its commitment to equity and diversity.  

The Department places importance on personnel growth and fulfillment, and seeks to match needs with opportunities for staff to contribute in areas of interest and desired areas of growth.

The Department seeks positive culture contributors with a “low ego, high output” mindset that ultimately create a fulfilling work environment founded on kindness, inclusiveness, honesty, a competitive spirit, and accuracy.

15% Invoice Payment & Process Support – The position will be assigned invoice responsibilities for certain units within the Department. This requires ensuring proper documentation, setting up suppliers, and analyzing invoices for compliance.  Additionally may include central contact and invoice distribution for certain vendors and department contact for certain campus and external vendors.

10% Billing - The position will be expected to process bills for various internal and external customers.  This includes customer set up, customer maintenance, and bill processing.

20% Procurement Cards Expense Processing and Support – For designated sports, facilities, and support units, the position will be expected to assume responsibility for the first level review on Pcards Process expenses for assigned transactions on Procurement Cards and Travel Cards.. This responsibility includes follow up with cardholders to ensure adequate support documentation, policy compliance, also includes review and follow up on aging reports to facilitate timely submission.  Have knowledge of the process to assist with training and answering day to day questions.  

25% ChromeRiver and Cash Advances – For designated sports, facilities, and support units, the position will be expected to assume responsibility for the first level review and approval in ChromeRiver ensuring proper documentation, compliance, accuracy of expenses, and  follow up on aging reports to facilitate timely submission. This position will assist with the management of the Cash Advance program including oversight, development, and operational workflow for cash advance requests and reconciliation. Currently the process is in Chrome River, however the University may move the process to a Prepaid Debit Card system.  

10% Other Expense/Purchase Related Processes – Supporting and/or directly completing responsibilities related to the Department. Potential items include Coca-Cola contract ordering and invoice process, Amazon business account, departmental UMarket ordering, local ground transportation billing, hotel contract coordination, parking, and potentially other items.  May also include the Booster Club related processes which include payments from booster club accounts in accordance with University and NCAA policies, compiling and maintaining financial records for all booster clubs, facilitating necessary correspondence with Booster Club directors and treasurers.

15% Policy Education & Compliance  – Assist with efforts to ensure compliance with all University, department, NCAA and conference (B1G) policies and procedures. Serves as a resource for department staff, answering questions and engaging the appropriate University contacts as needed (i.e. disbursements, procurement, athletic compliance, etc.) to enforce those policies and procedures. Assist with developing new policy education materials customized to focus on needs of athletics staff, including revamping and updating the Business Office intranet page. Assist with organizing and conducting new employee orientation on Business Office processes and policies. Continuously evaluate the need and appropriate method for ongoing policy education. Cultivate productive relationships throughout the Department and University with applicable individuals to achieve effective and efficient communication processes.

5% Other Duties as Assigned...

Salary for this position is $39,540 - $52,000 based on experience.

Required Qualifications:

• BA/BS or a combination of related education and work experience to equal four years.
• 1 year sport operations, administration, accounting, finance, and/ or procurement/contracts experience
• Must be able to demonstrate authorization to work in the United States at the University of Minnesota by the start date.

Preferred Qualifications:

• 2 years experience sport operations, administration, accounting, finance, and / or procurement/contracts experience
• Advanced degree or certification in accounting, finance, sport management, or business
• 1 year or more experience with Chrome River, or similar, online expense report system
• 1 year or more utilizing the expense report and Pcard function of Peoplesoft
• 1 year or more reviewing financial transactions for compliance with policies