Athletics Program Operations Manager

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Position Title:Athletics Program Operations Manager

Job Category:Academic Staff

Employment Type:Terminal (Fixed Term)

Job Profile:Athl Prog Oper Mgr (D2/D3)

Job Duties:

Reporting to the Athletic Director, the Athletics Program Operations Manager will serve as the primary point of contact for departmental operations, with key responsibilities in event management, facility scheduling, and coordination throughout the department and our campus. This individual will also oversee the planning and execution of home athletic events, ensuring a high-quality experience for student-athletes, coaches, officials, and guests.

A committed and enthusiastic team individual with a desire to support student-athlete success and enhance the campus community through innovative athletic programming is important to our mission and vision. Strong organizational, communication, and interpersonal skills are essential, as the role requires regular interaction with students, staff, campus partners, and external constituents. The successful candidate will also support compliance with WIAC and NCAA regulations, manage student staffing and work assignments, and provide broad administrative support across the department.

All work will be done in accordance with university, conference, and NCAA regulations. Due to the nature of this work, a willingness and flexibility to work nights and weekends is required. This position is a campus security authority and mandatory reporter as defined by federal and state law.

Key Job Responsibilities:

Represent the University and department positively when interacting with community, alumni, media, and general public.

Oversee the front office including answering / directing telephone calls, emails and greeting walk-in students and guests to the department to determine service needed.

Work collaboratively with all areas and disciplines throughout campus to build positive working relationships.

Schedules, organizes and sends out communications for all monthly and otherwise scheduled staff meetings while maintaining meeting minutes and storage of documentation.

Non-Essential Functions: Special projects, assignments and responsibilities assigned as necessary and appropriate.

Manages logistics, secures resources, and finalizes team scheduling of facilities and travel for games, practices, camps, clinics, and special events.

Collaborate closely with the UW-Oshkosh Facilities Department to coordinate custodial needs, grounds, maintenance, small projects, and capital projects that affect the properties of the UW- Oshkosh Athletics Department.

Collaborate closely with UW-Oshkosh Police and Parking Departments and Risk and Safety Management Department to ensure facility users and operations are conducted in a safe and efficient manner.

Independently or in collaboration with the Athletic Director, Assistant Athletic Director or Game Management staff train and supervise students in the cash handling procedures and ticket sales for the Athletic department events, share responsibility to be present, as agreed upon, when cash is present for an event. This is to include evenings and weekends.

Assist with the department’s cash handling: verify cash/ticket profit, check event summaries for accuracy and integrity of the cash handling procedures.

Act as a department liaison to all outside groups requesting facility use, i.e. High School teams, youth sports, organization and tournaments, and community groups.

Monitors the unit or program budget in collaboration with the Unit Business Officer, recommends equipment purchases, and manages submission of expense reporting when appropriate.

Coordinates purchasing and delivery of facility related equipment to meet campus guidelines.

May exercise supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 full-time equivalent (FTE) employees.

Prepare and post job announcements on the university Titan Jobs site for all Athletic department student jobs.

Prepare/develop all application materials, policies for hiring students (student assistance, work study). Respond, interview, hire and process all required paperwork for Human Resources and the Athletic department for variety of students hired for the Athletic department.

Train and supervise student employees on all office procedures, and equipment usage for employment within the athletic department offices, this is to include proper procedures for bulk mailings, department mail distribution, database and schedule maintenance as well as other jobs as assigned.

Prepare and monitor office schedules for student employees.

Coordinates and Collaborates with each team to organize travel details and ensure compliance with applicable state and university rules.

Prepare class excuse letters for teams and collection of itineraries prior to travel.

Prepare travel documentation forms and distribute to all staff in a timely manner for preparation on each season’s sport.

Evaluate existing strategies, policies, and procedures and makes recommendations to unit leadership for program enhancement; ensures compliance with existing requirements.

Independently and as requested provide administrative support for the Athletic Director/ Assistant Athletic Director maintaining appropriate confidentiality.

Assist Athletic Director/Assistant Athletic Director in developing the Athletic Strategic Plan and Athletics Department Employee Handbook and ensure each are reviewed and implemented.

Collaborates with the UW-Oshkosh Human Resources Department and the Unit Business Officer within Finance and Administration to identify all hiring needs and initiate and complete any recruiting, hiring and onboarding per policies and procedures.

Department:

Athletics

Compensation:

$45,000-$48,000

Required Qualifications:

Bachelor's Degree

Demonstrated experience with day-to-day management of a facility or operation.

Demonstrated experience working with customer service.

Ability and Willingness to work nights and weekends.

Preferred Qualifications:

1-3 years working experience within Intercollegiate Athletics.

Demonstrated effective interpersonal and communication skills.

Demonstrated knowledge of NCAA Division III rules and regulations with understanding of the NCAA Division III philosophy

Demonstrated administrative skills

How to Apply:

Applicants must submit the following documents using the online application:

Cover Letter

Resume

TO ENSURE CONSIDERATION: Applications received by August 29th, 2025 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

*Please use your application material(s) to speak to each of the qualifications for this position as listed above. Be sure to describe your relevant experience and areas of expertise, using specific examples from your work and education history.

All final candidates will be asked to provide names, email contact information, and/or phone numbers for at least three (3) references, with at least one being from a manager or supervisor, during the interview process.

Applicants must complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Contact Information:

For questions regarding your application and additional options to apply, contact the Office of Human Resources at .

Legal Notices:

Reasonable Accommodations

UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or . This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization

Unless otherwise indicated in the job posting, the University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. UW Oshkosh is not an e-verify employer; therefore, STEM extensions are not options for work authorization.

Annual Security and Fire Safety Report (Clery Act)

For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see or call UWO Police Department, at for a paper copy.

EEO Statement

Qualified applicants will receive consideration for employment without regard to color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or other bases as defined by federal regulations and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

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