Assistant Business Manager

Position Summary:

Assist the Associate Athletic Director for Business for the university athletics department; assist in management of budgets, purchasing, p card processing, student employment, machine management, travel processing, reporting, and reconciliation processes.

Job Duties:

Process travel documents for all coaches and staff along with catering & alcohol approval forms. Travel authorizations are sent to travel agency; travel expenses are processed after completion of trip. Verify that all expenses are accounted on cardholder statements; verify that per diem reimbursements are correct and all receipts are accounted. Process all internal paperwork regarding purchases for the department. Maintain ghost card transactions and reports of all p card holders. This is an essential function of the job. (25%)

Assist Associate AD with understanding the budgets for the Athletic department and provide expertise regarding expenses. Create budget by line item and analyze in conjunction with the appropriate leadership and director. Assist Associate AD with complete analysis of future year’s commitments from a budgetary perspective. Assist Asst AD with preparation and submission of budgetary revisions and corrections. Coordinate the preparation and assist Associate AD with administration of annual operating budgets, forecasts and multi-year projections for use within the athletic department. Investigate, monitor, advise and recommend solutions with Assist Associate AD of budgetary problems and procedures, compile and present financial data to reporting units as needed. Assist Associate AD with project expenses and financial feasibility for hiring plans and monitor accounts on a monthly basis. Assist Associate AD with fiscal policy development within the athletic department. (20%)

Assist with the management of all p card receipts – travel and non travel. Verify that expenses have been approved and reallocated to the correct FOAP. Verify signatures for all p card holders on monthly statements as final approver; verify that all receipts have been submitted for all statements and transfer statements to p card administrator each quarter. FOAP management for the department. This is an essential function of the job. (10%)

Assist with all copiers in athletics; contact person for service and repairs. Manage needed supplies for copiers. Point person for all office supplies for athletic department. Process all orders for business cards, stationery, envelopes, note cards, cleaning supplies (for mail room) for department. Mail room liaison for department for FedEx shipments (including NLI’s), regular mail and packages. Submit IM&T requests and support tickets for staff in the department. This is an essential function of the job. (10%)

Process all student employment bi monthly loads. Point person for student employment paperwork, including I-9’s, W-4’s, direct deposit forms. Manage all student salaries each pay period. Must have complete familiarization of student employment processing. Complete all ICA paperwork and payments. Assist with moving expense reimbursement paperwork for new staff. Process Graduate Student paperwork to be hired on in the department. This is an essential function of the job. (10%)

Understand the department budgets for the Athletic Department and Athletic Foundation. Assist Associate AD with monthly reconciliations of all spending. This requires working knowledge of Insight reporting system and Banner. Identify expenses that are not posted to correct FOAP and process journal entries for corrections. After this is completed and after p card transactions are posted, assist Asst AD with monthly reports for all cost center managers. Submit Purchase Requisitions, Check/ACH requests, Gifts, Prizes, and Award paperwork. Submit Electronic Internal Orders to pay invoices to offices within UNC. At year end, assist Associate AD with year end duties, including closing purchase orders, outstanding travel/cash advances, setting up prepaid expenses and receivables. Assist Associate AD with fiscal year budget reconciliation with university accounting records. Assist Associate AD with tracking & monitoring internal and external funding sources/budgets. This is an essential function of the job. (10%)

Assist Associate AD with reporting/depositing all revenue for department of athletics. Maintain accurate spreadsheets for ticket revenue, including regular season and post season; reconcile quarterly with ticket office reports. Create and submit invoices for all sponsorship activity of the department. Track all deposits have been made to the cashier’s office. Also have a general knowledge of foundation accounts (revenue and expenses) and can make deposits and charge expenses to those accounts. (10%)

Supervise student workers in the business office. Interview and train students to assist with copying, filing, and general office assistance. Schedule students for maximum assistance during the academic year and part time work in the summer. Act as the supervisor proxy for all other subdepartments in athletics. Submit all hiring paperwork for the department (5%)

Minimum Qualifications:

Bachelor’s Degree, Masters Degree preferred.