Operations Coordinator, Facilities And Game Operations

The University of Virginia is a highly competitive Division I program committed to academic and athletic excellence. The Department of Athletics at the University of Virginia is now accepting applications for the position of Operations Coordinator to support the Facilities and Game Operations department.
Primary Duties:
Scorer's Table Management :

• Supervise the recruitment and onboarding process for part-time scorer's table staff.
  
• Assign identification numbers for new hires.
  
• Handle payroll tasks efficiently and accurately.

Facilities and Operations Business Administration :

• Manage department T&E and Costco cards.
  
• Generate purchase orders and administer payment processes.
  
• Compile and submit monthly expense reports.
  
• Process work orders as per staff requests.
  
• Assist in procuring necessary supplies for departmental needs.

Competition Agreements :

• Create and distribute season spreadsheets to designated personnel.
  
• Maintain an organized database of completed home and away agreements.
  
• Prepare team guarantee spreadsheets and collaborate with the Athletics Business Office.

Parking and Credentials Management :

• Coordinate, document, and distribute game credentials and parking permits.
  
• Administer green event parking passes for student-athletes and staff.
  
• Facilitate the issuance and distribution of administrative staff service passes.
  
• Prepare and dispatch visiting AD packets for home football games.

Facility Reservations :

• Ensure the accuracy and completeness of the 25Live calendar.
  
• Liaise with relevant staff members to address event requirements.
  
• Compile monthly usage reports for Career Services and transmit to the Athletics Business Office.

Security and Access Control :

• Develop and distribute a monthly security calendar to the appropriate department.
  
• Maintain an updated inventory of keys for current, former, and incoming staff.
  
• Manage the collection and distribution of keys for staff transitions.
  
• Facilitate key orders from Facilities Management when necessary.
  
• Assist in updating the access control system for student-athletes and staff.

General Administrative Support :

• Provide administrative assistance to various departments including Facilities and Game Operations, Shop Maintenance, Housekeeping, and Sports Turf.
  
• Undertake additional tasks as assigned.

Knowledge, Skills, and Abilities

• Financial Management: Basic knowledge of financial and accounting principles to handle departmental expenses and payroll.
  
• Database Management: Ability to maintain and update databases accurately to track competition agreements, facility reservations, and key inventories.
  
• Procurement Processes: Familiarity with procurement processes.
  
• Event Coordination: Understanding of event coordination principles to assist in coordinating game credentials, parking permits, and facility reservations.
  
• Communication: Excellent written and verbal communication skills.
  
• Organization Skills: Ability to to manage multiple tasks, prioritize responsibilities, and meet deadlines efficiently.
  
• Attention to Detail: Able to ensure accuracy in data entry, expense reports, and document preparation.
  
• Problem-Solving: Ability to identify issues, analyze problems, and develop solutions independently or in collaboration with team members.
  
• Customer Service Skills: Provide support and assistance to staff, student-athletes, and visitors.
  
• Adaptability: Ability to adapt to changing priorities, workflows, and environments in a fast-paced and dynamic athletic department.
  
• Collaboration: Capacity to work collaboratively with colleagues, coaches, and administrators to achieve departmental objectives.
  
• Time Management Skills: Able to effectively prioritize tasks, manage workload, and meet deadlines in a timely manner.

MINIMUM REQUIREMENTS
Education: High School Diploma
Experience: At least one year of relevant experience.
The selected candidate will pass a background check. This is a full-time position with UVa benefits . Employees benefits package highlights include:

• Moving and relocation reimbursement assistance
  
• 22 days of paid time off, increasing with service; 13+ paid holidays each year, in addition to paid time off
  
• Parental and Community Service Leave
  
• Health plan with options to meet healthcare and financial needs, available immediately
  
• Retirement benefits
  
• Tuition and professional development benefits after the first six months
  
• Employee wellness program featuring activities to earn up to $500/year.

PHYSICAL DEMANDS
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.
APPLICATION PROCESS
Please do not submit application materials directly to staff of the Department of Athletics, as only applications received through this system will be accepted. Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs.’ Complete an application online with the following documents:

• Resume
  
• Cover letter
  
• Contact information for three references

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration. For questions about the application process, please contact Michele Jarman , Academic Recruiter.
The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.
MINIMUM REQUIREMENTS Education: High School Diploma Experience: At least one year of relevant experience. Licensure: None PHYSICAL DEMANDS This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.