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Athletic Budget Specialist

  • TITLE: Athletic Budget Specialist

    DEPARTMENT: Athletics

    REPORTS TO: Athletics Director

    EFFECTIVE DATE: TBD

    EMPLOYMENT STATUS: Full-Time

    EMPLOYMENT CLASSIFICATION: Exempt



    PRINCIPAL PURPOSE OF JOB:

    Coordinate, oversee, supervise, and implement all aspects of the student-athlete recruiting, business, and administrative process for the Athletics program

    ESSENTIAL JOB FUNCTIONS:
  • Provide Administrative support
  • Prepare bi-monthly budget reports for the athletics program
  • Oversee the reconciliation of athletics accounts on a monthly or bi-monthly basis
  • Set up departmental ledgers for all athletics accounts; record revenues, expenditures, and transfers
  • Monitor budgets for the purpose of identifying possible problem areas to avoid overdrafts, counsel budget holders on their responsibilities as necessary for athletics; consult with the Athletic Director on these matters.
  • Prepare the proposed budget for athletics to be submitted to Athletics Director and for approval from the College Administration
  • Track and execute all athletics check request forms, cash receipt deposit forms and donation deposit forms to be submitted to the Head Athletics Coach and for approval from the Athletics Director
  • Complete preparation of all travel vouchers, petty cash vouchers, and purchase requisitions/orders for athletics to be submitted to the Head Athletics Coach and for approval from the Athletics Director
  • Complete all cash advance requests and handle all reimbursement requests for athletics to be submitted to the Head Athletics Coach and for approval from the Athletics Director
  • Monitor the hourly allocations of the sports medicine staff as outlined in the budget and submitted the hourly time to the Office Manager for approval in ADP.
  • Prepare and process all athletics purchase orders and bids according to university regulations, review bids and recommend awards in conjunction with the College Business Office and work directly with vendors on specifications and delivery arrangements
  • Review all athletics invoices for payment to be submitted to the Head Athletics Coach and for approval from the Athletics Director
  • Authorize and supervise all athletics deposits, assigning revenue codes for entry fees, ticket sales, advertising income, program sales, and other financial transactions as required to be submitted to the Head Athletics Coach and for approval from the Athletics Director
  • Complete other duties as assigned by the Head Athletics Coach and the Athletics Director
  • Responsible for attendance at all mandatory Athletics staff meetings
  • Participate directly in the recruiting process for all high school athletics recruits (perspective student-athletes) by serving as the focal point for all correspondence including but not limited to:
    1. Questionnaires for high school recruits and high school coaches supervise and manage the distribution of athletics camp brochures.
    2. Create and disseminate all information relative to the national letter of intent, including but not limited to, individual conversations with prospective student-athlete and parent/guardians regarding logistics, registration with NCAA and SIAC Compliance, and other pre-admission pieces
  • Manage all pre-admission high school relations including but not limited to:
    1. Cultivate and enhance relationships with
    2. Manage all correspondence with high school coaches for recruitment, identification camps, clinics, and general correspondence
    3. Educate and inform high school athletics coaches on annual changes in NCAA rules.
    4. Serve, create, and deliver educational seminars to high school coaches throughout the state.
    5. Maintain an accurate database of former Kentucky State athletics players
  • Work to coordinate all alumni functions during the season, post-season, and spring practice
  • Develop and maintain a newsletter keeping alumni up to date on Kentucky State athletics
  • Manage all official visits for athletics recruits:
  • Work with potential student athletes’ high school Guidance Office to obtain copies of current transcripts, test scores, and school officials' signatures per NCAA rules prior to the campus visit
  • Comply with all NCAA rules surrounding official campus visits for recruits and their guardian/guest, including documenting all benefits received on the visit (game tickets, meals, etc.), direct campus tours, including serving as a liaison between recruit and admissions, advising, and other academic areas of study, and other recruiting and pre-admission logistics
  • Create, send, and document all correspondence with potential student-athletes including a five-day visit letter per NCAA rules
  • Create educational materials, and provide continuous and updated educational opportunities to coaching and other staff regarding updates to NCAA rules, ensuring staff understand and remain compliant.
  • Manage all unofficial campus visits for prospective recruits
  • Ensure all visits comply with NCAA recruiting guidelines
  • Construct and develop itineraries for multiple unofficial visits throughout the year
  • Schedule, supervise, and manage all student employees during visits
  • Direct assistant coaches to gather and share information regarding recruits (invites, family names, guests, etc.)
  • Maintaining knowledge of, and compliance with, specific NCAA, SIAC Conference, and institution rules that relate to this position is required.
  • Conform to the highest standards of professional conduct regarding compliance with department and institutional policies and procedures and adherence to the rules and regulations of athletic governance organizations of which the institution is a member
  • Contribute to the maintenance of good working relationships with all staff, student-athletes, and external constituents through (a) a positive and constructive approach to all tasks, (b) respect for the competencies of others, and (c) appropriate conflict-resolution behavior
  • Fundraising Activities for athletics
  • Issues with student-athlete well being
  • Manage schedule for facilities usage
OTHER DUTIES: Perform other duties as assigned.



QUALIFICATIONS:
  • Bachelor’s degree from an accredited institution in journalism, public relations, marketing communications, or a related field.
  • Valid driver’s license
  • Positive, enthusiastic, collaborative, flexible, and approachable attitude.
Licensing and Certifications:
  • First Aid and CPR within the first 90 days of employment.


KNOWLEDGE, SKILLS, and ABILITIES:
  • Energetic and motivated self-starter with strong organizational skills and the ability to work within a competitive and collaborative environment and meet critical project deadlines.
  • Excellent verbal and written communication skills.
  • Must have the ability to solve problems, make decisions, multi-task, and prioritize ongoing and new projects successfully.
  • Must be able to work collaboratively with sports information, athletic marketing, coaches, and others relative to media events and announcements.
  • Working knowledge of the NCAA and SIAC Conference rules and regulations. One-two year’s experience preferred
  • Knowledge or experience in recruiting student-athletes.
  • Knowledge of established programming procedures and programming languages.
  • Strong interpersonal, and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to communicate effectively, both orally and in writing.
  • Knowledge of the principles, procedures, and standards of integrated website structuring and design.
  • Ability to interpret, adapt, and apply guidelines and procedures.
  • Ability to provide technical training to staff and/or students in areas of expertise.
  • Ability to develop and implement strategic plans and programs in areas of expertise.
  • Knowledge of current alternatives in available website software and hardware.
  • Ability to develop, plan, and implement short- and long-range goals.
  • Knowledge and understanding of electronic filing systems and document archives.
  • Advanced knowledge and understanding of current authoring languages, editing and authoring tools, and related website technologies.
SUPERVISORY RESPONSIBILITY: This position will have no supervisory responsibility.

PHYSICAL REQUIREMENTS :
  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort is required.
  • No or very limited exposure to physical risk.
KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.

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