Business Operations Coordinator

Edtech.com's Summary

Shepherd University is hiring a Business Operations Coordinator. The role involves advising and assisting the Director of Athletics with managing budgets totaling $2.9 million, overseeing administrative projects, providing budgetary guidance to program managers, and liaising with payroll, human resources, procurement, and finance departments. The coordinator also supports athletic event operations, game day logistics, and fundraising activities.

Highlights

Advise on and manage Athletics Department budgets totaling $2.9 million.
Provide budgetary guidance and training to Athletics program managers.
Serve as liaison with payroll, human resources, procurement, and finance staff.
Oversee personnel hiring paperwork and monitor payroll balances.
Assist with game day operations, fundraising events, and external facility rentals.
Manage purchasing card transactions and reconcile WV Oasis system.
Supervise office assistant and student employees, including performance evaluations.
Prepare and maintain records for compliance with institutional, state, federal, and conference regulations.
Starting salary of $39,959, full-time, 12-month appointment.
Requires a bachelor's degree in business or related field, or five years of relevant experience.

Business Operations Coordinator Full Description

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Posting Details

Posting Information

Posting Number	S368P
Working Title	Business Operations Coordinator
FLSA	Exempt
Pay Grade	Non-Classified
Advertised Salary	starting at $39,959
Position Status	Full Time
Appointment Length	12 Months
Department	Athletics
Job Summary/Basic Function	Advise and assist the Director in all facets of the Department of Athletics budgets totaling $2.9 million dollars. Perform a variety of administrative projects as assigned by the Director. Provide budgetary assistance, oversight, guidance and planning for Athletics program managers. Serve as Athletics liaison with payroll and human resources staff for budgetary and personnel procedures. Oversee personnel hiring paperwork for all hiring transactions within the Athletics department. Assist Athletic administration with game day operations and fundraising events as needed. Serve as Athletics liaison with procurement and finance staffs for budgetary and purchasing procedures.
Minimum Qualifications	Bachelor’s degree preferably in business or related field, or five years of relevant experience.
Preferred Qualifications
Posting Date	01/13/2026
Close Date
Special Instructions Summary	Appointment to this position will be contingent upon a satisfactory background check. We believe in work-life balance and keeping time for things we love outside our work. Shepherd University offers generous employee benefits, including: o 13 paid holidays o 24 days annual leave (vacation) per year o 18 sick days per year and the flexibility to use that time to care for immediate family members o Wide range of health insurance and other benefits o 401(a) retirement savings with 6% contribution match; eligibility to continue health insurance post-retirement, and other retiree perks o Tuition waivers for employees and their dependents

Job Duties

Description of Job Duties	Monitor Athletics Budgets: Oversee all Athletics budgets under Director of Athletics. Advise Athletics program managers on maintaining proper funding levels within organization (org) budgets. Provide educational services to personnel in Athletics on budgeting language and policy, institutional operating procedures, and Banner Finance operation. Review expenditure transactions to confirm budget compliance and administer budgetary maintenance for Director of Athletics. Serve as Athletics liaison with Procurement and Finance staff. Collect financial data from Banner and maintain records for 57 org budgets within Athletics. Monitor all Athletics cardholder p-card transactions to ensure adequate funding. Athletic Operations: Assist the Director of Athletics with game day operations of multiple sports, to include the set-up, management and breakdown of the events in their entirety. Assist the Assistant Athletics Director for External Affairs with multiple fundraising events in support of Shepherd Athletics and the Shepherd University Athletic Club. Assist the Director of Athletics with the reconciliation of post-season travel reconciliations. Assist the Director of Athletics with the scheduling, management and operations of external facility rentals to local youth organizations and businesses. Assist the Assistant Athletic Director for External Affairs with the management of the ticketing and parking sales process for football and men’s and women’s basketball. Purchasing Card: Act as Department of Athletics purchaser with the State of West Virginia VISA purchasing card. Reconcile WV Oasis system. Serve as Athletics liaison with procurement and finance staff for budgetary procedures. Serve as department liaison with vendors and resolve purchasing issues. Review and enhance Visa purchasing system knowledge with program managers. Attend meetings and trainings, as required, to keep informed of Shepherd’s current policies and procedures. Personnel Services: Serve as Athletics liaison with payroll staff and HR staff for budgetary and personnel procedures. Oversee personnel hiring paperwork for Director of Athletics. Monitor Athletics payroll balances and advise Director of Athletics of potential problems. Manage and track online HR system for Director of Athletics. Supervise office assistant by directing work assigned and reviewing finished work. Conduct annual performance evaluation. Assign and review tasks for student-employees. Complete performance evaluation. Administrative Support: Keep records and documents for Director of Athletics required by institution, State, Federal, and conference regulations. Compose Athletics correspondence and reports as necessary. Oversee athletic event operations including team travel, ticket/cash maintenance, and reconciliation adhering to State regulations.

Description of Job Duties

Monitor Athletics Budgets: Oversee all Athletics budgets under Director of Athletics. Advise Athletics program managers on maintaining proper funding levels within organization (org) budgets. Provide educational services to personnel in Athletics on budgeting language and policy, institutional operating procedures, and Banner Finance operation. Review expenditure transactions to confirm budget compliance and administer budgetary maintenance for Director of Athletics. Serve as Athletics liaison with Procurement and Finance staff. Collect financial data from Banner and maintain records for 57 org budgets within Athletics. Monitor all Athletics cardholder p-card transactions to ensure adequate funding.

Athletic Operations: Assist the Director of Athletics with game day operations of multiple sports, to include the set-up, management and breakdown of the events in their entirety. Assist the Assistant Athletics Director for External Affairs with multiple fundraising events in support of Shepherd Athletics and the Shepherd University Athletic Club. Assist the Director of Athletics with the reconciliation of post-season travel reconciliations. Assist the Director of Athletics with the scheduling, management and operations of external facility rentals to local youth organizations and businesses. Assist the Assistant Athletic Director for External Affairs with the management of the ticketing and parking sales process for football and men’s and women’s basketball.

Purchasing Card: Act as Department of Athletics purchaser with the State of West Virginia VISA purchasing card. Reconcile WV Oasis system. Serve as Athletics liaison with procurement and finance staff for budgetary procedures. Serve as department liaison with vendors and resolve purchasing issues. Review and enhance Visa purchasing system knowledge with program managers. Attend meetings and trainings, as required, to keep informed of Shepherd’s current policies and procedures.

Personnel Services: Serve as Athletics liaison with payroll staff and HR staff for budgetary and personnel procedures. Oversee personnel hiring paperwork for Director of Athletics. Monitor Athletics payroll balances and advise Director of Athletics of potential problems. Manage and track online HR system for Director of Athletics. Supervise office assistant by directing work assigned and reviewing finished work. Conduct annual performance evaluation. Assign and review tasks for student-employees. Complete performance evaluation.

Administrative Support: Keep records and documents for Director of Athletics required by institution, State, Federal, and conference regulations. Compose Athletics correspondence and reports as necessary. Oversee athletic event operations including team travel, ticket/cash maintenance, and reconciliation adhering to State regulations.

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Documents Needed to Apply

Required Documents

Resume
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List of Professional References

Optional Documents

VISIT 301 N KING ST, SHEPHERDSTOWN, WV 25443

MAIL P.O. BOX 5000, SHEPHERDSTOWN, WV 25443

CALL 304.876.5000

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Original Job Description