Casual Hire – Director of Football Operations

JOB Title: Casual Hire – Director of Football OperationsHiring Unit: UHM AthleticsLocation: FootballDate Posted: December 21, 2023Closing Date: December 27, 2023Full Time / Part Time: Part time Other Conditions: Position is a temporary casual hire position and offers no benefits, 89 day hire, not to exceed 32 hours/week.
Hours may vary.
Duties and Responsibilities: Under the general guidance of the Head Football Coach and the Football Chief of Staff, the Director of Football Operations provides administrative support to the Head Football Coach in all aspects of the football program.
Position provides day-to-day administrative work under the general direction of the Head Football Coach and the Chief of StaffWrites reports, directives, briefings, correspondence and other communications containing informational, analytical, and evaluative content.
Assists in managing the football program’s budget allocation, ensuring that all expenditures are within rules and regulations of the University of Hawaii and the NCAA.
In compliance with University and Department travel policies and as approved by the Head Football Coach and Director of Athletics, assists in organizing all aspects of team travel.
Assists with coordinating with Head Coach and in-house travel agency flight arrangements for all away games (i.
e.
team check in at departure to and from HNL, cargo arrangements, meals on the plane, seating charts, connections).
Assists with scheduling and coordinating ground transportation for all away games from the airport to hotel, to practices, to game day and other activities.
Responsible for scheduling and coordinating home game ground transportation to the hotel, then to the stadium on game day and return to the University of Hawai'i after the game.
Manage the travel documents, such as boarding passes, distribution and obtaining them for the team’s departure for away games.
Travel with the team as necessary.
Responsible for preparation of travel documents.
Prepares requisitions, reconciles and completes documents upon traveler’s return.
Actively participates in promotional and public relation activities for the football program.
Assist with maintaining and updating football coaches and team manuals.
Prepares purchase requisitions for the football program to purchase items which maintain the flow of the program.
Responsible for processing reimbursement for the football program staff in a timely manner, ensuring expenses are accounted for in the budget.
Maintains relationships with personnel both within and outside the organization based on one’s knowledge of the attitudes, views, policies and style of operation of the Head Football Coach.
Transitions of Personnel – (i.
e.
assisting various departments including but not limited to facilities, business office, equipment room) to enable a smooth transition between departing coaches, current coaches, and newly hired coaches.
Maintains flow and quality of work performed by student assistants to assure timely accomplishment of assigned workload.
Monitors calls, responds to email, prepares and mails correspondences for the football program, the coaches, and head coach.
Reviews all work of student-assistance for inconsistencies, errors, omissions, neatness, general appearance and to make certain that correct procedures are followed.
Follow-up on various forms and records for the Athletic Business Office.
Responsible for managing the email for football@hawaii.
edu.
Coordinate and inventory supply orders and materials or other items for football supplies, for all football coaches, GA’s, managers, video coordinator and strength coordinators.
Keep a stocked inventory of note cards, envelopes, stationary, questionnaires, brochures and coaches business cards.
Works with the Athletic Compliance Office to ensure the Football Program is in compliance with all Conference and NCA rules.
Successfully passes NCAA rules test on an annual basis.
Responsible for performing the duties of a Campus Security Authority as defined by University policy and federal law with regards to the Clery Act.
Maintain collaborative working relationships with administrators and coaches in the department, other college offices, and appropriate relationships with members of the media, donors, and other individuals interested in the Athletics Department.
Maintains confidentiality to include but not limited to information, files and records that the incumbent may obtain or possess, in accordance with federal and state laws and University of Hawaii policies.
Know, recognize, and comply with the laws, policies, rules, and regulations governing the University of Hawaii and its employees, and the rules of the NCAA and affiliated conferences as now constituted or as may be amended in the future.
Immediately advises the Director of Athletics or designee if there is reasonable cause to believe violations, whether by employees or students, have occurred or will occur.
Other duties as directed by the Head Football Coach.
Note: Per NCAA By-law 11.
7.
3 Noncoaching Staff Member with Sport-Specific Responsibilities.
[A] A noncoaching staff member with sport-specific responsibilities (e.
g.
, director of operations, administrative assistant) is prohibited from participating in on-court or on-field activities (e.
g.
, assist with drills, throw batting practice, signal plays) and is prohibited from participating with or observing student-athletes in the staff member's sport who are engaged in nonorganized voluntary athletically related activities (e.
g.
, pick-up games).
(Adopted: 1/16/10, Revised: 1/18/14 effective 8/1/14) Position cannot provide technical or tactical instruction to student-athletes.
Minimum Qualification: Graduation from an accredited four-year college or university in athletic administration, educational administration, education, business or related field.
Some administrative experience at the NCAA Division 1 level.
or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Ability to work with all segments of the University of Hawaii community and the general public.
Ability to establish and maintain effective working relationships with coaches, student-athletes, and the general public.
Ability to recognize problems, identify possible causes and resolve problems that may commonly occur in the area of intercollegiate athletics operations and in compliance with all applicable governing constitutions, by-laws, rules, legislation, policies, interpretations and regulations of the NCAA, the University and any affiliated athletic conference or organization of which the University is or becomes a member.
Ability to understand oral and written documentation, write reports and procedures and communicate effectively in a variety of situations.
Ability to multi-task while complying with deadlines and short turn-around assignmentsAbility to take the initiative to independently complete task assignments.
Demonstrated ability to operate a personal computer in the use of common office software, e.
g.
word processing, database, and spreadsheet, and email and internal communications systems.
Ability to exercise discretion and sound analyses to a variety of administrative support, program management or related issues.
Ability to handle confidential information with a high level of tact, discretion, and diplomacy.
Excellent organizational and time management skills.
Ability to work effectively and independently under pressure, with frequent interruptions, and remain flexible in handling several concurrent projects with competing deadlines.
Ability to work a flexible schedule.
Work hours include day, night, weekend and /or holiday hours due to programmatic needs.
Ability to travel with the team as required.
Ability to provide excellent customer service.
Genuine interest and passion for intercollegiate athletics.
Demonstrated ability to pay attention to details.
Knowledge of football as competed at the collegiate level.
Genuine interest and passion for intercollegiate athleticsDesirable QualificationsKnowledge of University of Hawaii organizations, applicable policies and procedures, and relevant practices.
Experience in collegiate athletic administration.
Experience with University of Hawai‘i on-line systems, including, but no limited to Kuali Financial System and eTravel.
To Apply: Click on the “Apply” button on the top right corner of the screen to complete an application and attach 1) cover letter indicating how you satisfy the minimum and desirable qualifications 2) resume, 3) names of 3 professional references (include title, email and phone number).
Inquiries: Matt Chon, Football Chief of Staff, mbchon7@hawaii.
edu EXAMPLE OF DUTIES The University of Hawai'i is an Equal Opportunity/Affirmative Action Institution and is committed to a policy of nondiscrimination on the basis of race, sex, gender identity and expression, age, religion, color, national origin, ancestry, citizenship, disability, genetic information, marital status, breastfeeding, income assignment for child support, arrest and court record (except as permissible under State law), sexual orientation, domestic or sexual violence victim status, national guard absence, or status as a covered veteran.
For more information or inquiries regarding these policies, please refer to the following link: https://www.
hawaii.
edu/offices/eeo/eeo-coordinators/Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.
hawaii.
edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA).
Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly.
Determination on requests for reasonable accommodation will be made on a case-by-case basis.
For further information, please refer to the following link: https://www.
hawaii.
edu/offices/eeo/accommodation-request/