Director of Athletic Operations

The Director of Athletic Operations serves as a vital anchor of our program, bringing a passionate, team-first approach to supporting our student-athletes, coaches, and families. This role thrives on high-level customer service and collaborative teamwork, cultivating an effective internal communication network with Assistant Directors, Equipment Managers, Athletic Trainers, and Athletic Maintenance Staff. By working closely with all campus departments, the Director ensures seamless daily execution of facilities, practices, and game schedules, delivering clear, supportive, and reliable communication to the entire WRA community.

Primary Daily and Weekly Responsibilities:

1. Help coordinate all schedules and arrangements for competitions.  

• Communicate with bus companies to charter buses for away competitions.
• Reserve athletic school vans for practice and competitions  through our website and communication with the Business Office.
• Coordinate hotel arrangements for all overnight team travel.
• Work with coaches, dining services, Business Office, to ensure that all teams are fed each day an athletic contest conflicting with normal mealtimes. This consists of coordinating boxed meal orders early, late, and extra late meal arrangements and meal money when needed.
• Input athletic schedules into the Master Athletic working document.
• Verify weekly game information with opponents.
• Communicate with sports assignors to assure officials for every game.
• Responsible for overseeing the financial accounts for payment of officials and monthly account summaries to the Business Office.
• Input all home competitions into the DragonFly website.
• Monitor electronic competition acknowledgements by opponent schools and officials through the DragonFly website.
• Produce weekly athletic itinerary including meals and transportation arrangements and post on the WRA website portal to all faculty and staff.
• Prepare entry forms and check requests for all athletic tournaments.
• Assist in the scheduling of competitions for various teams as assigned by the Director of Athletics.  

2.  Track and follow up with student attendance to afternoon commitments. 

3. Communicate with the Student Life Office to arrange early dismissals for students participating in competitions. 

4. Prepare correspondence in conjunction with the Athletic Director.

5. Manage athletic interns.

6. In partnership with department staff, ensure all game-day needs are met (clock, book, announcements, etc.)

7. Coordination of internal scheduling for Murdough Athletic Center meeting rooms

8. Coordination of Department internal school calendar.

9. Process and bill student-athlete charges

10. Other Administrative duties.

Primary Seasonal Responsibilities: 

1. Gather award information from coaches.

2. Schedule internal meetings for student-athlete seasonal and annual awards.

3. Order awards from vendors.

4. Schedule and track office meetings including contributing to management of the Director of Athletics schedule when needed.

5. Prepare varsity letter certificates and secure signatures.

6. Prepare a program and slideshow for the seasonal Athletic Awards Ceremonies.

7. Update history files for various awards.

8. Arrange for endowed awards to be updated and engraved.

9. Schedule, communicate and coordinate all athletic team photos, and team Media Days, including coordinating student changes.

10. Enter students in the schools database (Veracross) through interaction from Admission re: enrollment at the start of school.

11. Track athletic participation for all three seasons by student, team, and awards.

12. Oversee Coaches’ Toolchest processes:  

• Ohio Lindsay's Law Compliance.
• Ohio Concussion Law Compliance.
• Track Coach compliance with all necessary certifications and ensure coaches have a valid pupil activity permit for each season.

13. Work with the Health Center and Communications Department to draft the electronic acknowledgement form, track compliance and acknowledgements in a database and assure that all students and parents have electronically acknowledged the law at the beginning of the school year for all three seasons of athletics.

14. Coordinate and assist in the planning processes for larger events and tournaments.

In Partnership with the Director of Athletics:

1. Prepare purchase order requests as needed.

2. Prepare all invoices for approval and signature by the Director of Athletics.

3. Prepare budget summaries for team travel, vendor tracking, and many other accounts and requested by the Director of Athletics.

4. Assist in order processing of athletic equipment and supply purchases.

5. Other duties as assigned.

1. High level of integrity, a strong work ethic, a sense of urgency, and results driven  orientation.
2. An open and collaborative management style with exceptional communication skills.
3. Strong problem solving and creative skills.
4. Ability to exercise sound judgment and make informed and timely decisions.
5. A  self-starter and multi-tasker who attends to details and meets deadlines.
6. Ability to work evenings and weekends as needed.  

Minimum Qualifications

1. Bachelor's degree required

2. Prior Experience in athletics administration or office management, event coordination, or similar role preferred.