Under the general direction of the Athletics Director with a dotted line to the Director of Budget Planning & Financial Management, the incumbent develops, implements, and manages finance and facilities operations for the division. The incumbent works closely with the executive staff, department heads, coaches, campus Finance and Business Service (FABS) unit, Financial Aid Office, and the Tower Foundation. Responsibilities include the day-to-day management of the above-listed area for the Division. Additionally, the incumbent leads relationships with campus entities to ensure the proper maintenance of athletics facilities, first-class game/event management, and leadership in capital projects management in conjunction with the campus’s FD&O Office. Incumbent has broadly delegated authority for administrative functions, implanting guidelines and procedures, and quarterly and annual reporting requirements.

Essential Functions and Associated Tasks

Fiscal and Budget Administration:

•Monitor, review, analyze, and approve all revenue and expenditures for the Division of Intercollegiate Athletics, which includes three primary operating funds, which have specific guidelines within each, and overall includes 36 departments totaling over $30M.

•Monitor, review, analyze and may approve expenditures for the Department’s Tower Foundation funds and trust accounts including over 50 accounts with a managing value of over $18.5M.

•Advise the Director of Athletics and Executive Staff concerning policy and procedures for  budget administration and financial management for the Division..

•Coordinate with Executive Staff and Athletics colleagues to prepare the proposed annual budget. Facilitate the review and approval process for the budget plan, prepare all budget adjustments, and disseminate budget information to all parties. 

-Provide consistent and timely updates on the Division’s financial position to the Athletics Director, Executive Staff, and the campus Finance and Business Services unit.

– Meet all internal campus, Chancellor’s Office, conference, and audit deadlines.

•Liaison to Mountain West on financial matters.

•Consult on salary and personnel actions to ensure conformance with established fund guidelines, campus practices, and collective bargaining agreements.

35%

Financial Reporting

•  Develop annual, quarterly, and monthly revenue and expense reports as well as projections.

•  Create specialized budget reports as needed using tools including PeopleSoft Query.

•  Prepare cost/benefit analysis, reports, and allocation proposals.

•  Receive, generate, and transmit reports, papers, and other general correspondence relating to planning, development, and decision-making within the Division.  

•  Supervise coordinating all state, federal, Mountain West, and NCAA financial reporting requirements, including the NCAA Revenue and Expenditure report, Department of Education Equity in Athletics Disclosure Act (EADA), and NCAA-required audits.

•  Assist With CSU audits as requested by Internal Control.

•  Coordinate and monitor audit information with the annual external audit company.

20%

Facilities – Building and Field Planning, and Management

• Serve as the Department’s main point of contact for facility maintenance.

• Recommends initiatives and changes to improve quality and services.

• Prepare and submit reports as requested and required

• Identify and determine the cause of problems; develop and present recommendations for improvement of established processes and practices.

• Create ways to streamline facility updates, maintenance, and routine work.

• Assist with Capital Projects as requested by executive staff.

• Prepare progress reports and inform the supervisor of project status and deviation from goals.

15%

Administrative
• Interview, hire, and train Finance and Facilities/Events employees.

• Planning, assigning, and directing work.  Appraise performance.  Rewarding and disciplining employees.  Addressing complaints and resolving problems.  

 Lead and mentor selected staff in the direction and effective management of their programs (including fiscal, competitive, and development opportunities)

•  Other duties as assigned by the Director of Athletics

Projects

•  As assigned by the Athletics Director or Executive Staff.

10%

-Ability to understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations.

-Ability to effectively use applicable information systems and applications in analysis, research, and reporting activities and projects.

-Ability to exercise initiative, flexibility, good judgment, and discretion: work well independently and as part of a team; assimilate from oral or written sources, a broad knowledge of CSU and agency policies and procedures and apply them consistently.

-Expertise in investigating and analyzing problems with broad administrative impact and implications.

-Demonstrated skills in event and facility planning and execution; ability to multi task, work under pressure, and plan and plan coordinate various events simultaneously.

-Ability to apply accounting procedures and practices to analyze complex accounting problems.

-Ability to analyze and interpret accounting data; prepare accurate financial statements and reports.

-Ability to utilize problem-solving techniques

-Ability to quickly learn and apply CSU financial software to the department’s uses.

-Ability to take initiative, independently plan, organize, coordinate, and perform work in various situations involving numerous and diverse demands.

-Ability to handle issues and escalations in a timely and effective manner.

-Ability to write policy documents, communicate to end-users, and enforce across the Department.

-Ability to maintain confidentiality and appropriately handle sensitive communications

-Ability to define problems, collect data, establish facts, and draw valid conclusions.

-Ability to apply or quickly learn a variety of state, federal, CSU, NCAA, conference, and SJSU policies and procedures.

-Ability to train others on new skills and procedures and provide work lead direction.

-Knowledge of applying sport terminology and expectations into administrative application.

-In-depth knowledge of project management.

-Excellent communication, interpersonal, and responsive skills to establish and maintain professional and cooperative working relationships with administrators, faculty, and staff.

-Strong analytical, problem-solving, and writing skills using word processing, spreadsheet, database management, layout, and editing programs with the ability to learn new programs.

-Thorough knowledge of budgetary procedures, accepted accounting principles, record-keeping methods, procedures and practices; arithmetic and general office procedures.

-Working knowledge of operational and fiscal analysis and techniques.

-Facilitate Oracle-based reporting systems, ability to manipulate and organize data.

-Be a critical thinker who can think on his or her feet and make quick but sound decisions.

-Demonstrated ability to effectively interpret, organize, and present information and ideas in written or presentation form.

-Skills in research, development, and evaluation of policies and programs, including skills in the collection, evaluation, and interpretation of data to develop sound conclusions and make appropriate recommendations.

Education: A bachelor’s degree and/or equivalent training

Education: MBA Degree

Experience: Five years of lead administrative work experience involving study, analysis, budget development and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs within a business/finance setting.  Minimum of 5 years experience as an administrator in intercollegiate athletics and/or higher education.  Demonstrated supervisory experience.  Demonstrated knowledge of NCAA rules and regulations required.  Five years experience of Facilities Management experience.

Experience: A minimum of 4 years experience as an administrator in intercollegiate athletics and/or higher education.  Demonstrated supervisory experience in the areas of Facilities management and Finance. Demonstrated knowledge of NCAA rules and regulations required.  Knowledge of budgeting and financial management principles.  Strategic advisory experience to the Director of Athletics.  Experience leading the hiring process of key personnel.