Assistant Director of Business Operations

Riverside, CA
Mar 07, 2017
Institution Type
Four-Year Institution

Full/Part Time
Full Time

8AM - 5PM

Commensurate with Experience

Position Information
Under the general direction of the Director of Business Operations, the Assistant Director of Business Operations serves as the travel, purchasing and accounts payable manager for the Intercollegiate Athletics Control Unit (Athletics). Overall responsibility for Athletics travel and purchasing programs; assigns work to student assistants, interns and/or volunteers. Projects, plans, coordinates, analyzes travel needs for 17 sports, 32 coaches, 34 administrators and staff, 300+ student-athletes, 200 + recruits, involving 60 accounts. Responsible for negotiating hotel, transportation and purchase pricing for Athletics in compliance with appropriate policies, guidelines and procedures. Independently processes a large volume of travel advances, travel reimbursements and requisitions for a variety of materials, athletic supplies, furniture and equipment. Responsible for negotiating equipment and supply pricing for Athletics. Responsible for the procurement process from the time of receiving the initial request to ensuring vendors are accurately paid and auditable records are maintained. Coordinate deliveries of equipment and services and handles all necessary administrative details. Responsible for reporting of spend for travel and purchasing, as requested by the CFAO and/or Director of Athletics. Acts as liaison between Athletics, Procurement and outside vendors in procurement process and acts as liaison between Athletics and Accounting in travel and accounts payable process. Responsible for conducting training sessions for Athletics staff, coaches, and administrators on Athletics, University, NCAA, and Big West Conference travel and purchasing policy and procedure changes. Develops Athletics travel policy and procedures manual, with input from the Director of Business Operations. Responsible for interpretations and enforcement of NCAA and Big West Conference travel and purchasing rules and standards. Implement travel procedures according to NCAA, Big West Conference and University rules and regulations. Utilizes independent judgment in making decisions and problem solving. Provide support for the Athletics Business Office (ABO) accounting administrative support functions and year-end closing. Supervises and evaluates student assistants, interns and volunteers. Expected to function independently with minimal supervision and rely on experience and judgment, as necessary. Incumbent must be available for consultation during off hours and weekends, as necessary. Priority consideration given to those who apply within two weeks of posting date.

Minimum Requirements
Problem-solving skills; multi-task, work with frequent interruptions, and effective listener.
Thorough knowledge of program activity and best practices.
Highly effective verbal and written communication skills in the English language.
Proficiency in the use of basic computer applications relevant to job duties.
Demonstrated knowledge of accounting, business and purchasing procedures.
Proficiency in the use of PC software applications such as Excel, Word, PowerPoint and Access and the ability to use standard office equipment such as keyboard, calculator, fax, copier, scanner, etc.
Successfully complete a background/credit check.
Ability to establish and maintain strong working relationships with a highly diverse organization. Ability to maintain confidentiality and exercise discretion.

Preferred Qualifications
Experience in accessing and retrieving data from financial systems using PC and web based applications and tools.

Demonstrated strong analytical, time management and organization skills. Skill in identifying the customer's perspective and maintaining a commitment to excellence in customer services.

Knowledge and experience with negotiating techniques used in travel, procurement and business contracting.

Demonstrated working knowledge of UC/UCR accounting, travel, entertainment and purchasing policies and procedures. Demonstrated working knowledge of UCRFS, SIS+, Web Recharge, Fleet Services, UCR Purchasing System and other UCR on-line systems such as Sub POlite, PRLite, Storehouse ordering, Equipment Inventory and email software.

Proven ability to interpret, apply, and explain policies, procedures, rules, guidelines and regulations related to purchasing and accounting functions. Detailed oriented.

Proven ability to work independently with limited supervision and work effectively with frequent interruptions. Ability to plan and direct the work of student and volunteers, and to maintain effective working relationships with faculty, staff, other departments, visitors, vendors and the general public.

Experience working in higher education and/or a Division I Athletics Business Office. Working knowledge of NCAA regulations.

Completion of campus purchasing assistants training program and travel training programs.

Experience with query tools to extract data from databases. Advanced skills in Word and Excel, to include the use of pivot tables and formulas.

Supervisory experience.

Additional Information
In the Heart of Inland Southern California, UC Riverside is located on nearly 1,200 acres near Box Springs Mountain in Southern California; the park-like campus provides convenient access to the vibrant and growing Inland region. The campus is a living laboratory for the exploration of issues critical to growing communities' air, water, energy, transportation, politics, the arts, history and culture. UCR gives every student the resources to explore, engage, imagine and excel.

At UC Riverside we celebrate diversity and are proud of our #12 ranking among the nation for most diverse universities (US News and World Report 2013-2014). Become part of a place that fosters success for all its constituents, students, faculty, and staff, and where work/life balance and campus culture are integral to our way of life.

UCR is ranked 55th among top public universities (US News and World Report 2013-2014).

The University of California is an Equal Opportunity/Affirmative Action Employer with a strong institutional commitment to the achievement of excellence and diversity among its faculty and staff. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

For information about our generous employee benefits package, visit: Employee Benefits Overview


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