Director of Operations, Men's and Women's Water Polo

ATH PROFL 3 (004152)

UCPath Position ID: 40930103

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

1125881

Approved Date:

7/8/2024 6:41:37 PM

Date Last Edited:

7/8/2024 6:41:32 PM

Last Action Effective Date:

2/22/2022

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:

40930103

Position Description ID

166612

UC Payroll Title:

ATH PROFL 3 (004152)

Business Title:

Director of Operations, Men's and Women's Water Polo

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:

40037270

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 Men's & Women's Water Polo Coach,  the Director of Operations for the Men's and Women's Water Polo Operations will provide administrative and operational services for the programs. The position will provide extended support to the UCLA Men's and Women's Water Polo teams as well as the head coach and assistant coaches. 

The Director of Operations for UCLA Men's and Women's Water Polo will focus on various tasks and initiatives that include but are not limited to: tracking and managing the teams' budgets; organizing fundraisers; growing the UCLA Water Polo brand in the greater Los Angeles Area through arranging promotional events, improving the fan experience, and engaging the UCLA student body; assisting current UCLA coaches and athletic department staff in all necessary administrative duties surrounding recruiting, travel, banquets, purchase orders, other forms of spending, and more; maintaining a master calendar for both programs; acting as a liaison to the programs for parents, alumni, and other parties; growing the teams' social media presence through original content creation and strategic planning; and other various duties assigned by the athletic department and coaching staff.

Administration

 • Oversee all spending and monitor budget for inaccurate charges and payments.

 • Complete necessary paperwork accurately and timely including but not limited to: purchase orders, reimbursement forms, per diem forms, tournament credentials, tournament enrollment, equipment orders, referee documents, postseason and internal participation awards forms, and ticket ordering.

 • Work with the equipment manager for ordering uniforms, equipment, and letterman awards.

 • Be the primary manager for software accounts necessary to team function, and maintain active subscriptions.

 • Create and maintain a master calendar.

 • Oversee team managers and the duties assigned to them.

 • Be an active liaison for parents and alumni at all times, and send out updates via email to alumni and donor base.

20%

Administration

 • Collect and organize all player and staff information for team functions, including but not limited to: apparel sizing, player information, parental contact information, freshmen housing arrangements, and player and staff online accounts.

 • As permitted by NCAA, arrange for ticket distribution for student­ athletes providing proper controls and deadlines.

 • Submit practice and weights times to academic department. After practice and weights times are finalized with other aquatics programs, reserve facility time using recreation EMS website.

 • Keep record of compliance documents and report any and all violations to the head coach and the compliance office. Maintain quarterly head coach responsibility forms.

20%

Administration

 • Other administration duties include: maintaining weekly schedule for coaches, parking for student­ athletes, submit time logs, and maintain office supplies.

 • Design and send out recruiting postcards, update recruit profiles on JumpForward at the direction of the coaching staff.

 • Troubleshoot all matters that may come up throughout the course of the season and offseason with the help of the staff, and ensure programs continue to run at a championship level.

10%

Events and Promotion

 • Organize fundraisers in coordination with development, which includes: reserving the location and catering for the event, actively communicating information to the donor and alumni base, coordinating with marketing and development on auction items and gear, and spearheading all other event efforts.

 • Other events include working with the department for banquet details, arrange details for the alumni game and social; organize senior day events, and help put together team bonding activities.

20%

Events and Promotion

 • Manage the production of and create original content for social media platforms for the purpose of growing the UCLA Water Polo social media presence.

 • Actively work to promote home game attendance through advertising and organizing promotional events. These could include but are not limited to: alumni reunions, giveaways, live music, food trucks, etc.

 • Actively work to grow the UCLA Water Polo brand through directing other novel projects with potential significance.

 • Maintain the alumni database, and work with head coach on alumni relations such as email updates, etc.

0%

Game Day

 • Manage game day operations at Spieker Aquatics Complex, including overseeing the coaches' and players' pass list, assisting Game Management with any issue that may arise, and acting as a recruiting host for prospective student athletes that may attend a game.

 • Manage and direct the promotional events this position creates in part B.4.

 • Act as the liaison to parents and alumni before the game while coaches and players and warming up and preparing.

 • Direct team managers' duties.

 • Coordinate with visiting team to accommodate any needs they may have.

 • Coordinate with sports information for any livestream productions

 • Work with recreation and game management to reserve Park Pool for any home tournaments where we would need to have an additional pool for warm ups and cool downs.

15%

Travel

 • Will be the team liaison to coordinate travel with the travel office, with all final lodging and transportation decisions made in conjunction with the head coach.

 • Organize all travel meals with the hotel or outside restaurants.

 • Communicate travel plan with the coaches in advance of the trip.

10%

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, BIG10 and University of California.  The 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/BIG10 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

Minimum of three to five years working in Athletics administration, preferably in intercollegiate water polo.

Preferred

Experience working in a D1 Athletic Department and University system.

Preferred

Experience working with collegiate recruiting program (such as Jump Forward).

Preferred

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 computer skills. Knowledge of the Adobe Creative Suite preferred.

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 and superior public relations skills, including 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 and accounting policies and procedures.

Preferred

Working knowledge of contracts and demonstrated budgetary skills.

Required

Working knowledge of University, PAC-12, 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%

Ability to travel for team activities; including away contests.

Ability to work odd hours, weekends, and some holidays.

Required

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

JD Morgan Center. 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.