Administrative Services Manager A Athletics at Internal

Position TitleAdministrative Services Manager A - AthleticsAbout the UniversityWestern Washington University with over 15000 students in seven colleges and the graduate school is nationally recognized for its educational programs students and faculty. The campus is located in Bellingham Washington a coastal community of 90000 overlooking Bellingham Bay the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver British Columbia. Western has additional sites in Anacortes Bremerton Everett Port Angeles and Poulsbo. Western is recognized nationally for its successes such as being named one of the top public masters-granting institutions in the Pacific Northwest for 25 years in a row by U.S. News & World Report.Western Washington University is committed to achieving excellence through advancing inclusive success increasing our Washington impact and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship research and creative activity. Westerns greatest strength is the outstanding students faculty staff and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can pursuit of this excellence individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff faculty administration student and external constituents. Further individual employees are expected to have the ability to operationalize sustainability concepts (economic societal environmental) into all aspects of performing their job duties.About the DepartmentThe Athletics Department supports Westerns mission which states that together with our students staff and faculty we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. We encourage applications from women people of color people with disabilities veterans and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.About the PositionThe Administrative Services Manager (ASM) provides departmental business operations leadership for Athletics. The role owns student hiring/onboarding process payroll/timekeeping accuracy purchasing process which includes Banner reconciliations and budget monitoring/reporting for assigned sport programs and athletics administrative units. The ASM also coordinates permanent staff recruitments within Athletics and manages the preparation routing and execution of athletic coach employment contracts. The ASM interprets policy (university state and applicable NCAA/Title IX/FERPA requirements as they relate to unit business processes) establishes desk guides and internal controls and serves as the primary liaison with campus partners. Work is performed under administrative direction with authority to implement processes within established policy. Other duties as assigned by the Director of Athletics.Budget Purchasing & Financial ControlsMonitor assigned athletics budgets (e.g. student wages event operations support services supplies); prepare monthly status reports for sport administrators and the business office.Approve/submit marketplace purchases P-card transactions honoraria/service payments and reimbursements within delegated limits; reconcile and retain documentation per records schedules.Initiate/Approve journal vouchers and set up blanket purchase orders as neededManage external contract service agreements end-to-end for Athletics (scope quotes routing approvals spend tracking close-out).Support contract routing for small-dollar services related to home events (e.g. game-day staffing equipment maintenance) in collaboration with Athletics Compliance and Business & Financial Systems.Proactively serve as Athletics primary liaison to HR - anticipating workforce cycles and staffing needs across all employee types (permanent staff coaches temps/hourly student/Work-Study grad assistants).Coordinate PageUp actions for student/hourly appointments and permanent staff recruitment within Athletics: recruitments postings screening logistics offer documentation and onboarding coordination.Prepare route and track athletic coach employment contracts ensuring required approvals budget validation and compliance with university and NCAA-related business processes.Coordinate Athletics volunteers (e.g. event support stat crew) by running required checks (background waivers training) creating rosters/assignments provisioning limited access and documenting hours in line with university/NCAA and risk standards.Use independent judgment to conduct annual archive and/or destruction process of records interpreting university and state retention policies and procedures to remain in complianceStudent Employment Program ManagementWork with various coaches and department staff to coordinate student employment needs for Athletics (event ops equipment room assistants media assistants summer camp employees office assistants).Create student position descriptions job postings screening rubrics and offer materials; coordinate required background checks and access provisioning.Hire and onboard large student cohorts each term; ensure equitable hiring practices and complete documentation.Payroll & Timekeeping OversightOwn time/leave workflows for permanent student and hourly athletics staff; audit entries and payroll preview reports; resolve errors with HRIS/Payroll to meet deadlines.Maintain accurate appointment data for student staff assigned to sport programs athletics facilities and central offices; build and maintain desk guides and calendars for pay cycles tied to athletics seasonality.NCAA Compliance AssistantAssist with and coordinate day-to-day NCAA compliance operations with the Assistant AD; provide clear guidance for coaches and staff.Administer athletic aid each term - enter reconcile and audit tuition waivers and named scholarships within university controls and deadlines.Manage NCAA Eligibility Center workflows end-to-end: gather documentation secure signatures submit on time and track certification status.Provide academic snapshots for teams (grades schedules full-time status) flagging risks early using authorized systems (e.g. Banner/Web4U/OnBase).Liaise with Scholarships Admissions Financial Aid and the Registrar to resolve data issues and keep student-athlete records accurate.Maintain rosters recruiting protect lists and compliance documentation to NCAA record-retention and audit standards.Departmental LogisticsPrepare Facilities Maintenance work orders as needed to implement maintenance of facilities and request transport services and surplus pickup using the universitys work order process FAMISApprove and order building entrance keys individual office keys locker room keys and keys to storage facilities for all department personnel; maintain log for all keys issued to Athletics employeesPrimary back-up for the Travel Coordinator; act as delegate for the Travel Coordinator to approve and process travel authorizations and expense reports for all team and staff travel with a budget of approx. $1 million; work with the university travel office to ensure compliance with university and state policies and deadlines; delegate for travel coordinator to review and reconcile travel-related Payment Net chargesManager of department Outlook account used to access the parking portal to assign maintain and update University Business 2-hour parking permits to department personnelCoordinate thank you letters and informational mailings to donor baseOccasional evening/weekend hours around athletic calendars and payroll/aid deadlines; ability to handle time-sensitive materials with strict accuracyRequired QualificationsBachelors in business/public/sport admin or related field; OR four years of progressively responsible admin ops experience.Experience in at least 2 areas: budget monitoring purchasing/contracts HR/payroll/records or program/project coordination.Skill interpreting regulations/policies and turning them into clear procedures with internal controls.Proficiency with enterprise systems/databases and Excel/Sheets (reconciliations lookups pivots).Discretion with confidential student/employee data; clear written and verbal communication with varied stakeholders.Ability to juggle competing deadlines in a cyclical environment and document repeatable processes.Preferred QualificationsExperience in college athletics supporting NCAA compliance financial aid processing or student employment.Hands-on use of Banner Web4U OnBase NCAA Eligibility/Compliance platforms PageUp or HRIS/payroll tools.Contract routing for small vendor/service agreements (scope approvals tracking close-out).Demonstrated budget stewardship: reconciliations journal vouchers P-card activity and records retention.Working knowledge of FERPA Title IX and higher-ed records/compliance standards that intersect with athletics ops.Process improvement or training experience (desk guides job aids)Conditions of EmploymentAll employees must comply with our Immunization policies including Proof of Rubeola Measles Immunity within 60-days of hire. Please reach out to if you need information regarding medical or religious exemption and applicable accommodations.Salary$4678 - $6290/month depending on qualifications and experienceBenefits InformationBenefits Overview for Classified PositionsBargaining UnitThis position is part of bargaining unit D and is covered by the collective bargaining agreement with Public School Employees of WWU.Application InstructionsApplication materials should address your experience related to the position responsibilities and the required and preferred qualifications.Closing Date NotesPosition open to PSE DCA and permanent (including project) WWU employees; PSE candidates will receive priority consideration. Position closes 12/17/2025 at 11:55 pm.Western Washington University (WWU) is an equal opportunity compliance with applicable laws WWU does not discriminate on the basis of race ethnicity color national origin age citizenship or immigration status pregnancy use of protective leave genetic status sex sexual orientation gender identity gender expression marital status creed religion veteran or military status disability or the use of a trained guide dog or service animal (including a service animal in training) by a person with a disability or any other characteristic protected by federal state or local law in its programs or activities including employment admissions and educational programs. See WWUs Policies onProhibiting Discrimination Based on A Protected Class and Prohibiting Discrimination Based on Sex. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance Title IX and ADA Coordinator Western Washington University Old Main 126 (MS 9021) 516 High Street Bellingham WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation please contactHuman Resources Disability Services 360.650.3751 or 711 (Washington Relay).Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (The Clery Act). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Westerns campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within or immediately adjacent to and accessible from the campus. The report also includes institutional policies concerning campus security such as policies concerning alcohol and drug use crime prevention the reporting of crimes sexual assault and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of Student Life at . The report can be found at: Annual Security and Fire Safety Report.All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.Required Experience:Manager Key Skills Business,Clerical,Account Payable,Administrative Skills,Time Management,Data Entry,office supplies,Accounting,Project Management,Administration Office,Management skills,Account Receivable,Administrative Operations,Problem Solving Skills,Statistics Employment Type : Full-Time Experience: years Vacancy: 1 Monthly Salary Salary: 4678 - 6290