Operations Coordinator for Athletics

Intercollegiate Athletics Operations

Operations Coordinator for Athletics

Ball State University

Ball State University welcomes applications for our Operations Coordinator for Athletics position.

Destination 2040: Our Flight Path establishes Ball State University’s ambitious goals for our second century:

• We pledge to provide a premier educational experience for every student.
• We pledge to partner with the community to improve the lives of our neighbors.
• We are dedicated to having a lifelong presence in the lives of our alumni.

And when we complement these promises with our commitment to our enduring values, we define that which makes our University and its culture distinctive.

Our faculty are collegial, collaborative, innovative, inclusive, and adaptive, both within and beyond one’s home unit. These attributes include commitments to collaborative discourse, interdisciplinary inquiry, and enterprising learning practices.

Our faculty are expected to be innovative, adaptive, engaging teachers across modalities; producers of impactful creative and/or scholarly work; leaders in meaningful service activities to multiple communities. We seek faculty members who are strategic thinkers, engaging our dynamic communities. We are committed to student and faculty success, impact, and access, within an environment that prioritizes inclusive excellence. We inspire each other to be critical thinkers and responsible citizens, so that we can pursue fulfilling careers and meaningful lives.

Ball State University lives the values of Beneficence. We invite you to be part of our community.

At Ball State University, inclusiveness and freedom of expression are a part of our enduring values and inform all of our efforts. We encourage applicants to familiarize themselves with our Inclusive Excellence Plan to learn more about our commitment and to identify how you might contribute to these efforts.

Duties and Responsibilities:

1.      Coordinate purchasing for assigned athletics units, including Marketing, Communications, Sports Performance, Equipment, and other administrative areas as assigned.

2.      Process purchase requisitions, purchase orders, procurement card transactions, invoices, and payment requests in accordance with university and athletics policies. Ensure all purchases comply with university procurement procedures, NCAA regulations, and departmental policies.

3.      Reconcile monthly budget activity, identify discrepancies, and work with unit leaders to ensure expenditures are accurate and appropriately documented.

4.      Coordinate travel requests for executive staff members and students, including airfare, lodging, ground transportation, and itineraries.

5.      Prepare travel authorizations and ensure all required approvals are obtained prior to travel.

6.      Reconcile executive travel expenses following completion of travel and submit all required documentation in accordance with university policies.

7.      Serve as a resource for travel policies, reimbursement procedures, and expense documentation.

8.      Maintain organized financial and travel records for audit and compliance purposes.

9.      Assist with year-end budget close-out and fiscal reporting activities.

10.  Support department-wide operational initiatives and special projects.

11.  Collaborate with campus business offices, procurement, accounts payable, and travel services to resolve financial and operational issues.

12.  Develop and maintain effective working relationships with coaches, staff, vendors, and university partners.

13.  Receive mail and packages on behalf of the department, then distribute accordingly.

14.  Greet all guests entering the Athletics Administrative area.

15.  Purchase office supplies on behalf of the Athletics Administrative area and consistently restock items in the Athletic Director’s suite.

16.  Perform other duties as assigned to support the mission of the athletics department.

17.  Maintain regular and predictable attendance.

Minimum Qualifications:

·         Associate’s degree or equivalent from an accredited institution.

·         At least one year of experience in athletics administration, operations, or business support.

·         Strong organizational skills with exceptional attention to detail.

·         Excellent written and verbal communication skills.

·         Proficiency with Microsoft Office Suite, particularly Excel.

·         Ability to manage multiple priorities while meeting deadlines.

·         Demonstrated customer service and interpersonal skills.

Preferred Qualifications:

·         Experience working in collegiate athletics, higher education, or a business operations environment through internships, graduate assistantships, or full-time employment.

·         Experience with financial systems, purchasing platforms, or travel management software.

·         Knowledge of NCAA, conference, and university financial policies and procedures.

Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.

To ensure full consideration, applications must be received by 10/2/2026.

Apply online at: BSU Careers. Include the following documents with your application: Curriculum Vitae and in support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University’s enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.’

The option to upload transcripts is available. Original, official transcripts showing the highest related degree earner is required at the time of hire (even if obtained at BSU). Degree verification will be conducted.

Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana.

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master’s, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.

The Ball State way is rooted in the Beneficence Pledge – a commitment to excellence in teaching and scholarship, honesty and integrity, social responsibility, gratitude and valuing the intrinsic worth of each member of our community. Ball State students, faculty and staff are empowered in a culture that believes in them and demands they believe in themselves. They are partners in an innovative, immersive approach to education. They are supported by living and learning facilities that enable intellectual curiosity. We graduate scholars who are changing the world, and we’ve dedicated our University to do the same.

Ball State University is an equal opportunity employer.  All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status.