Sport Programs Coordinator, Club Sport Operations

The Sport Programs Coordinator, Club Sport Operations, delivers dynamic operational and financial leadership within the Office of Recreational Sports (RecSports). Working both independently and collaboratively within a multi-faceted team, the Coordinator plays a vital role in supporting a thriving club sports program featuring 50+ competitive teams and over 1,400 student-athletes. This position provides direct financial oversight, leadership development, and operational support for a designated portfolio of 10+ individual clubs, while ensuring a welcoming, student-centered environment for all university constituents.
The Sport Programs Coordinator, Club Sport Operations is a full-time, 12-month, in-person position and reports directly to the Assistant Director for Sport Programs. The role includes various evening and weekend responsibilities throughout the academic year, as well as some limited evening and weekend responsibilities throughout the summer.
Essential Duties & Responsibilities
Club Sport Financial Support
Provide leadership training and support to student club leadership regarding decision-making, responsibility, organizational dynamics, teamwork, conflict resolution, and creating a positive culture.
Coordinate the onboarding of club sport coaches, including the annual contract approval process, background checks, W-9s, payment, and training.
Serve as the primary Activities Liaison and RecSports contact to 10+ sport clubs.
Generate sport club program reports as requested or required for the RecSports Associate Director, Assistant Directors, and the RecSports Director.
Educate club sport members in travel procedures and ensure compliance with university policies.
Coordinate with the University Registrar to determine the eligibility of club participants for competition, in consultation with the RecSports Director.
Assist in reviewing, auditing, developing, and implementing a comprehensive risk management plan for club sports, including travel policies, weather policies, and other club operations.
Monitor the use of official university marks in coordination with University Trademark Licensing.
Interact with the Office of Community Standards as needed regarding sport club conduct and behavior.
Collaborate with the Student Activities Office to ensure sport clubs are compliant with Student Activities policies and procedures, including documenting and reporting club events in NDCentral.
Assist in creating and implementing policies for club travel, code of conduct, and special events.
Coordinate with healthcare and emergency medical services for sport club home events.
Club Sport Management and Operations
Process purchases, invoices, payments, reimbursements, and other financial transactions for RecSports sport clubs.
Supervise club sport budgets and spending up to $200,000; analyze finances and develop quarterly reports.
Provide reporting and general financial information on spending as requested, specifically using RecSports recreation management software, Fusion.
Meet with and provide training for student club officers to help answer questions, facilitate budgeting processes, explain accounting management procedures, and provide necessary resources.
Assist club officers in developing program budgets and reviewing budget allocations and expenditures monthly.
Coordinate the requests of and distribute club credit cards (meeting cards) annually.
Coordinate cash/check deposits with FirstSource Bank and documents through the Financial Toolkit.
Maintain organized and secure financial records, both physical and electronic.
Additional Responsibilities and Duties
Assist with the administration of Intramural Sports business operations when needed.
Assist in the facilitation and processing of Sport Programs CPR courses and maintenance of certifications.
Assist in the planning and execution of single-day events and tournaments (i.e., table tennis, pickleball, etc.)
Assist with the financial transactions of the programming team (i.e., Fitness, Instructional Programs, Sport Programs) when needed.
Participate as an integral member of a large, multifaceted Student Development team interacting daily with colleagues in the Office of Community Standards, Student Activities Office, University Bands, Family Resource Center, and student media groups.
Serves as a member of the Division of Student Affairs and regularly collaborates with other areas within Student Affairs (Campus Ministry, Career and Professional Development, Residential Life, Sister Thea Bowman Center, Student Development, and Student Health and Wellness), student clubs and organizations, and other University units to enhance the department’s work building connections and relationships with students.
Other duties as assigned.
Bachelor's degree required; master's degree preferred. Major in recreation administration, sport management, leisure studies, physical education, kinesiology, or comparable degree.
Demonstrated strong leadership, customer service, team building, and decision-making skills.
1-2 years of related experience in higher education
Excellent interpersonal skills, both written and verbal
Excellent computer proficiency, including Microsoft Office and Google Suite
Direct personnel management experience of recruiting, hiring, training, scheduling, and evaluating student staff.
Budget development and budget management experience.
Experience with programming or service delivery for diverse community populations.
The successful candidate will also demonstrate a clear appreciation of and commitment to the University’s Catholic, Holy Cross mission.
Preferred:
2+ years of experience in a collegiate recreation office, specifically in sport programs, sport clubs, or financial services.
Possess a current CPR, AED, and First Aid Instructor certification, or ability to obtain one within 90 days of hire.

Employment type
Full-time

Work arrangement
No