Director of Operations, Baseball

ATH PROFL 3 (004152)

UCPath Position ID: 40046826

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1000337

Approved Date:

7/23/2024 12:02:50 PM

Date Last Edited:

7/23/2024 12:02:47 PM

Last Action Effective Date:

8/9/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6000O

Organization:

INTERCOLLEGIATE ATHLETICS              

Division Code:

5501D

Division:

INTERCOLLEGIATE ATHLETICS              

Department:

374500 - INTERCOLLEGIATE ATHLETICS

Position Details

UCPath Position Number:

40046826

Position Description ID

165361

UC Payroll Title:

ATH PROFL 3 (004152)

Business Title:

Director of Operations, Baseball

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40058841

Reports to Payroll Title:

HEAD COACH 5

UCPath Department Head Position Number:

40713754

Department Head Payroll Title:

ATH MGR 4 PAC12

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the general supervision of the Department of Intercollegiate Athletics (DIA) Head Baseball Coach, the Director of Baseball Operations will provide administrative and operational services including recruiting for the Baseball program.  Work directly with the coaching staff with management of the recruiting program, which includes working with the Director of Recruiting and the recruiting office.  Assist with the planning and arranging of all team travel including developing itineraries, planning meals, selecting hotels, arranging transportation logistics, and managing all travel-related issues while on team trips.  Manage game day operations at Jackie Robinson Stadium, which includes overseeing the coaches' and players' pass list, assisting Game Management with any issues that may arise, acting as a recruiting host for prospective student-athletes that may attend a game.  Work with the Director of Recruiting to organize and execute Junior Day events.  Act as liaison with the UCLA Athletic Communication and Marketing offices.  Work with MLB scouts, distributing rosters, pitching rotations, paperwork and schedules. Help plan special team events throughout the year, including the annual Alumni Game, Dodger College Baseball Classic, and annual meet & greet.  Work with Head Baseball Coach on Alumni relations, including monthly email updates.  Coordinate with visiting teams, including setting up tam practice sessions, assisting with setting up post-game meals, and helping to accommodate any other needs the visiting team may have.  Oversee the team managers.  Assist Head Baseball Coach with preparation of scouting reports and overseeing synergy, trackman during games as well as XOS.  Requires traveling with the team and attending home games, and, evenings and weekend hours are required.

Baseball Operations

 • Financial Responsibilities:

    ◦ Process and manage all purchase orders for the baseball team and act as the liaison with the DIA Purchasing & Accounting office.

    ◦ Act as the primary liaison with Easton representative and coordinate all equipment orders.

    ◦ Assist the Head Coach with preparation and review of the operating budget.

2. Ticket Allocation:

a. Understand and comply with all NCAA bylaws with regard to complimentary home game admissions.   

b. Allocate player and coaching staff complimentary home game tickets and comply with the ticket office deadlines.

45%

Baseball Operations

 • Game Day Responsibilities

    ◦ Coordinate with visiting teams, including setting up team practice sessions, batting practice, laundry, showers, assisting in setting up post game meals, parking information,  and help to accommodate any other needs the visiting team may have.

    ◦ Manage game day operations at Jackie Robinson Stadium, including overseeing the coaches’ and players’ pass list, assisting Game Management with any issues that may arise, and acting as the recruiting host for prospective student-athletes that may attend a game.

    ◦ Allocation and distribution of team per diem.

    ◦ Work with MLB scouts, distributing rosters, pitching rotations, paperwork, and schedules.

    ◦ Manage the video system for the baseball program.

    ◦ Oversee Synergy/ Trackman/ Rapsodo/ XOS during all games & practice sessions.

0%

Baseball Operations

 • Administrative Responsibilities:

    ◦ Manage the calendar for the Baseball Team:  coordinating all games, meetings and other related engagements.   

    ◦ Retrieve and manage voice mail messages nightly.  

    ◦ Oversee team managers: daily schedules, assign tasks.  

    ◦ Coordinate with the Head Baseball Coach in developing the daily baseball team practice schedule.

0%

Baseball Operations

    ◦ Maintain Team works and getting information out to players on daily basis.  

    ◦ Coordinate and administer special team events and functions.   

    ◦Help plan special team events throughout the year, including the annual Alumni Game, Dodger College Baseball Classic, Meet & Greets with Alumni, and EBS.  

    ◦ Coordinate the annual fund-raising golf tournament.

    ◦ Organize UCLA-hosted high school tournament over Martin Luther King Jr. holiday weekend. 

    ◦ In conjunction with the Volunteer Coach, coordinate and administer Baseball and Coaches Clinics.

0%

Travel

 • Accompany baseball team on all trips as the Travel Administrator to ensure all pre-planned arrangements go according to schedule.   

 • Manage and administer all financial activities during baseball road trips, including but not limited to receiving and cashing check request from Travel Coordinator, allocation and distribution of team per diem, and payment of restaurant bills.   

 • Review and approve meal and lodging bill before departure from the hotel.  

 • Submit travel expense reimbursement forms in a timely manner.  

 • Assist in development of team travel itinerary with Head Coach for each road trip, including air transportation to, and from, both home and road airport, accommodations, meal schedule and venues, arrangements for practice facilities and time, and other logistics as necessary

20%

Travel

    ◦ Assign and distribute airline tickets to travel party at check-in.  Coordinate seating for team with airline officials.

    ◦ Meet with hotel officials on arrival to confirm room assignments, distribute room keys, reserve conference rooms and other special reservation requested.

    ◦ Meet with dining officials on arrival to review all meal times, menu selections and billing approval.

 • Procure tickets from opponent on all road games, develop a seating plan, assign tickets to student-athletes, staff, parents, key alumni, etc.  

 • Act as primary contact for parents of all student-athletes while on road trips.  

 • Troubleshoot all matters related to travel during road games and ticketing on both road and home games.  

0%

External Relations

 • Act as liaison and nurture ongoing relations with former student-athletes, many of whom are now playing professionally, and with key UCLA alumni

    ◦ Manage and update the Alumni database

 • Relay information regarding season ticket opportunities to Alumni and Donors

 • Work with head coach on Alumni relations, including monthly e-mail updates

 • Act as a liaison with UCLA Athletic Communications Office

 • Act as a liaison with UCLA Marketing Office

 • Act as a liaison with UCLA Hall of Fame Committee  

 • Act as a liaison with Conference

 • Act as host to recruits and their families on official and unofficial visits, including campus to campus transportation to academic meetings and campus tours and hosting prospective student-athletes at Jackie Robinson Stadium during practice sessions and games

15%

Recruiting

 • Assist the Head Baseball Coach with reviewing recruiting strategies with Recruiting Coordinator.  

 • Allocate complimentary home games tickets to prospective recruits, high school coaches, and club coaches, abiding by all NCAA rules and regulations.  

 • Develop and maintain relationships with recruiting sources and coaches.  

 • Assist the coaching staff with managing the recruiting program, including working with the Director of Recruiting and the recruiting office on campus and assisting with office paperwork.  

 • Work with Director of Recruiting in organization and execution of Junior Day events.  

 • Assist Head Coach with preparation of scouting reports.  

10%

Management of Video Archive

 • Manage a video archive that includes tapes of future opponents or possible opponents for scouting purpose.  

 • Video tape all games of opponents or possible opponents.

5%

Rules Compliance

• Comply with all Federal, State, University and Department requirements established pursuant to Title IX, including the mandatory reporting requirements for a “Responsible Employee.”

 • The DIA is governed by the NCAA, Big Ten Conference, Mountain Pacific Sports Federation (MPSF) and University of California.  Incumbent is required to comply with the applicable rules, regulations and policies of those organizations

    ◦ Review and retain all rules compliance disseminated by the DIA Compliance office.

    ◦ Report all NCAA/Big Ten violations.

    ◦ Sign the annual NCAA Certification of Compliance form.

    ◦ Complete the Athletically Related Income form annually.

    ◦ Comply with California State Child Abuse & Neglect Reporting Act (CANRA) Law and adhere to mandatory reporting guidelines

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree or equivalent work experience required.

Required

Experience working in a D1 Athletic Department and University system.

Required

Previous experience in college baseball.

Required

Knowledge of and experience with collegiate recruiting program (such as Jump Forward).

Required

Ability to plan, organize and prioritize assignments and work independently to complete assignments despite various deadlines, competing requirements and changing priorities; including ability or organize and maintain a calendar system.

Required

Advanced knowledges of the game of baseball.

Required

Advanced computer skills.

Required

Ability to exercise sound judgement to handle sensitive and confidential information/material with discretion.

Required

Ability to interact diplomatically with individuals of various social, cultural, economic, and educational backgrounds.

Required

Excellent communication skills, including superior public relations skills, outstanding interpersonal skills to establish and maintain effective working relationships  and correspondence with staff, faculty, media, recruits, visiting coaches, donors, parents, and Pac-12 and NCAA officials.

Required

Ability to perform under stress and maintain composure in the face of resistance, indifference or hostility.

Required

Working knowledge of University purchasing, accounting policies and procedures; as well as contracts and demonstrated budgetary skills.

Preferred

Working knowledge of University, Conference, and NCAA rules and regulations.

Required

Incumbent must be skilled in managing and organizing personnel, equipment, and material resources in order to provide the most efficient working environment. 

Required

Must have the ability to analyze situations and systems, identify problems, and implement solutions impartially and fairly.

Required

Ability to make decisions on immediate problems within prescribed scope of authority, based on knowledge of policies and procedures, including pertinent NCAA rules and regulations.

Required

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

CANRA: The position is designated as a mandatory reporter under CANRA. The employee must sign the "Statement Acknowledging Requirement to Report Child Abuse".

20%

Travel for team activities, including away competitions.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

Los Angeles, CA 90095

Standing/Walking

X

X

Sitting

X

X

Bending/Stooping

X

X

Squatting/Kneeling

X

X

Climbing

X

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

X

Lifting/Carrying/Push/Pull over 50 lbs

X

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

X

Marked changes in humidity or temperature

X

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.