This position is responsible for the administration and conduct of an NCAA championship programs according to NCAA policies and procedures. In addition, the position is responsible for assisting with the administration of other sports committees as needed and coordination of administrative requirements for selected championships; as well as project/core service duties as assigned.
Duties and Responsibilities
Serve as staff liaison for the DII Women’s Soccer committee and administer the respective championship.
Develop telephone conference and meeting agendas and supplementary materials, write and distribute minutes, and prepare necessary follow-up correspondence.
Develop and distribute championships materials to host institutions/sponsoring agencies for 15 predetermined hosts and approximately 16 non-predetermined hosts annually.
Develop and distribute administrative correspondence to member institutions.
Make all meeting arrangements.
Administer the selection and assignment of teams/individuals, sites and officials for the championships.
Compile updated information annually for championships manuals.
Process and approve budgets and financial reports for the championships.
Attend annual sport committee meetings.
Conduct site visit.
Principal contacts: Host and/or LOC personnel
Coordinate with the education services group the administration of the Association's drug testing and Youth Education through Sports programs.
Principal contacts: Center for Drug Free Sports.
Coordinate with championship working group the administration of the Association's corporate partners, merchandising, licensing, promotions, official equipment supplier and media programs related to the championships.
- Attend the championships and oversee game management and ancillary functions at the site of competition.
Principal contacts: Coaches, Athletics administrators, Host personnel, etc.
Coordinate the awards program for the championships.
- File a written evaluation of each championship annually.
Serve as the Association's liaison with selected coaches associations.
Principal contacts: Division II Women’s Soccer coaches association.
Serve as the Association’s liaison with selected national governing bodies.
Correspond with the membership, fans and general public regarding various topics related to the NCAA championships.
Maintain files and manage task assignments in the SharePoint system.
Administer duties for assigned championships and sports committees, including, Division II Women’s Soccer, DI MW Cross Country, Division I MW Track and Field, and DI Rowing:
Manuals. Assist in annually updating and revising the manuals, host operations, tournament and committee manuals.
Electronic Correspondence. Prepare and disseminate memorandums, letters, supplements, minutes, agendas, certificates, reports and sports/committee documentation as assigned to institutions, conferences, officials, volunteers and sports committees.
Meeting Coordinator. Act as liaison to the Short’s Travel department for coordination of committee travel, hotel and meeting arrangements for Annual Committee Meetings, Championship Selections, and Championships. Prepare meeting agendas, supplements and other materials for committee meetings. Coordinate conference calls with sports committees, hosts, and institutions.
Host Reporting System. Annually enter championship information into the host reporting system; track receipt of proposed budgets, and assist in questions pertaining to the budget system.
Key Contact System. Annually enter championship information into the key contact system for bid documentation; track receipt of forms and assist in questions pertaining to the key contact system. Distribute forms as needed.
Championship Forms. Annually update facility evaluation forms, and update automatic qualification forms. Track receipt of all forms and distribute as needed to the committee and sports managers.
Insurance Certificates. Track submission of insurance certificates and forward to appropriate NCAA staff; follow-up with telephone calls if certificates are not received prior to championship.
Rankings. Participate in conference calls; prepare press releases in NCAA style and distribute to the communications and publishing departments, and send a copy of the rankings to each. In addition, run ranking calls when administrator is unavailable.
Assist in preparation of selections materials (including bracket, press release, memos, etc.).
Provide assistance as needed during selection conference calls; distribute documentation to appropriate internal and external contacts; email selected teams and hosts with participant information; and notify site representatives and officials (if applicable) of preliminary-round assignments.
Ship hosting information packets to preliminary sites, and coordinate shipping of VIK product, awards, sports equipment and programs (if applicable) to final sites.
Selection Shows. Prepare information for webcast/television selection shows as needed.
Awards. Complete order for awards annually. After the championship monitor additional award orders.
Championships Hotel and Tickets Management. Manage ticket requests and headquarters hotel room list for NCAA staff, committee members and media for selected championships. Work closely with host site's ticket office and headquarters hotel sales contact beforehand and confirm billing afterward.
Order committee gifts and volunteer apparel.
Coordinate ordering and distribution of credentials and participant pins.
Maintain sports sponsorship lists.
Maintain contact information for committees.
- Accounting. Code and approve billing through the Markview System; submit expenses for officials and committee members; prepare check requests and deposits as needed.
Travel as assigned to championships to serve in needed rolls, which may include: media coordinator, hospitality, community engagement, student-athlete banquet and awards ceremony, ancillary events, hotel, or administrative work at the championship.
SPECIAL PROJECTS/Task Force
Awards Task Force: Collect information and feedback on current awards program, while researching ideas for future awards and how to improve processes and procedures. The awards program includes: championship awards, participant medallions, student-athlete participant awards (formerly mementos), academic award (Elite 89), “Most Outstanding Player” plaques, officials awards/watches and rings and “awards” provided by vendors.
Prepare necessary follow-up and take action as directed by task force leader..
Develop awards language for manuals.
Prepare documentation and reports when needed.
Work on creation of policies and procedures with awards program.
National Office Liaison for NCAA Championships Awards.
Administer the ordering of 89 championship awards (trophies, medallions, watches, plaques).
Work closely with MTM Recognition, the supplier of NCAA awards, to create websites for ordering, viewing, approving and rejecting of championship awards both internally and externally (membership).
Educate Championships and Alliances staff on proper protocol for how to use the awards websites.
Filter questions/concerns from membership and internal staff.
Send UPS awards tracking information to individual sport administrators.
Follow up with championship staff on deadlines and “pending” awards awaiting approval.
Experience in intercollegiate athletics administration (five years' experience desired).
Strong oral and written communication skills.
Strong technology skills. Including knowledge of Microsoft Office Suite (Access and Excel), and Adobe InCopy, InDesign, Acrobat Pro and Livecycle Designer.
Strong organizational skills.
Strong interpersonal skills.
Event operations experience.
Knowledge and understanding of the Association's structure and function.
Strong analytical skills. Experience in development of solutions to complex and multi-faceted issues or problems.
Accountable; posses good judgment.
Knowledge and understanding of the Association's structure and function.
Demonstrated ability to work with a diverse group of individuals.
Broadcast and media integration staff.
Branding, broadcasting and communications staff.
Official supplier representatives.
Sports committees and chairs.
National governing bodies.
IMG College staff.
Host institution staff and local organizing committees.
Youth programs staff.
Membership and public.