Athletic Operations Coordinator

Union County College is a public comprehensive community college providing quality, affordable, accessible educational programs that serve the greater Union County region. It is the oldest of New Jerseys 19 Associate Degree Colleges, serving both career-minded and transfer-oriented students since 1933. The College enrolls almost 30,000 credit, non-credit and continuing education students and is accredited by the Middle States Commission on Higher Education. Many programs lead to the Associate in Arts, Science and Applied Science degrees.

Campus: Cranford

General Description:

The Athletic Operations Coordinator is responsible for the comprehensive planning, coordination, and execution of all athletic event operations. This includes leading and managing all aspects of game-day activities for home and away contests to ensure smooth, safe, and high-quality event experiences. The coordinator plays a key role in supporting the department’s mission by delivering a first-class environment for student-athletes, visiting teams, officials, and spectators. The role requires a high level of organization, attention to detail, and the ability to collaborate effectively with internal and external stakeholders.

Characteristics, Duties and Responsibilities:

Financial and Administrative Management

• Track all Athletics team expenditures and income, including processing payment requests, deposits, and credit card reconciliations.

• Assist coaching staff with administrative procedures, including travel arrangements, payment requests, lodging, meals, and reconciliation of travel expenses.

• Generate necessary institutional forms to support departmental processes and collaborate with the Office of Human Resources to prepare confidential HR and payroll requests for temporary, student, and regular staff.

• Maintain internal budget spreadsheets to track expenses per team, event, and travel trip.

• Assist with preparation and management of game/match contracts, ensuring all required signatures are obtained.

Event and Game-Day Operations

• Serve as a primary point of contact for visiting teams, officials, and game personnel on game days.

• Act as ‘Game Day Administrator’ as assigned, resolving operational issues and providing direction to staff during intercollegiate events.

• Coordinate and assist with all aspects of game-day operations for home athletic events, including event setup and breakdown, scheduling, staffing, and execution.

• Support logistics and planning for special departmental events such as Sophomore Day, championships, and athletic banquets.

• Assist in establishing officiating schedules for all athletic competitions, maintain communications with officials and opposing teams, and ensure timely and accurate payments.

Team Travel Coordination

• Plan, schedule, and coordinate transportation for sports teams, including buses, vans, flights, rental vehicles, and drivers.

• Reserve hotel accommodations and prepare comprehensive travel packets for coaches and student athletes, including all necessary travel documents.

• Collect and process receipts associated with each trip to ensure accurate tracking of expenses and compliance with institutional procedures.

Staff and Student Support

• Hire, train, supervise, and schedule student workers to assist with athletic operations and events.

• Coordinate requests for business cards, keys, and other departmental resources for staff as needed.

• Maintain and manage the shared Outlook calendar for games, practices, and departmental events.

General Duties

• Serve as a liaison between Athletics and other campus offices, ensuring smooth coordination of operational needs.

• Perform additional duties assigned by the supervisor to support departmental goals and initiatives.

Education Requirements:

• A bachelor’s degree is required.

• A Bachelor’s degree in Physical Education, Health Education, Exercise Sciences, or related areas preferred.

Experience:

• Experience in budgetary and supervisory endeavors associated with facility management preferred.

• Two (2) years of experience in fitness/exercise preferred.

• Proficient in Microsoft Suite (Word, Excel, Outlook, PowerPoint).

• Outstanding customer service and communication skills.

• CPR /First Aid/ AED certification required; training available.

Competencies and Skills Required:

• Experience in budgetary and supervisory endeavors associated with facility management preferred.

• Two (2) years of experience in fitness/exercise preferred.

• Proficient in Microsoft Suite (Word, Excel, Outlook, PowerPoint).

• Outstanding customer service and communication skills.

• CPR /First Aid/ AED certification required; training available.

Physical Demands and Work Environment:

• This position’s duties are normally performed in a typical interior/residence work environment, based on the activity scheduled.

• Some physical effort is required; however, the employee must occasionally lift and/or move up to 25 pounds.

• No or very limited exposure to physical risk.

• Some travel is required.

Union County College does not discriminate on the basis of race, color, national origin, sex, marital status, religion, age, disability, handicap or other legally protected status in its provision of employment, education, and activities, or other services. Union County College is an EEO/AAP Employer/Protected Veteran/Disabled Disclaimer: This job description outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons. Union County College offers a competitive compensation package and salaries that are commensurate with experience and qualifications. The following benefits are also provided: Medical benefits and pension plan offered through the State of NJ; Dental and vision benefits; Vacation days based on accrual system; Ten paid holidays and three floating holidays that are determined by the College; Tuition remission for employee, spouse, and eligible children for credit and non-credit courses; and Tuition reimbursement for approved degree programs at an accredited college or university.