Director of Operations, Track & Field and Cross Country

ATH PROFL 3 (004152)

UCPath Position ID: 40932162

Position Description History/Status

Approved Date:

6/25/2024 11:55:47 AM

Date Last Edited:

6/25/2024 11:55:44 AM

Last Action Effective Date:

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:

40932162

Position Description ID

213342

UC Payroll Title:

ATH PROFL 3 (004152)

Business Title:

Director of Operations, Track & Field and Cross Country

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:

40036722

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) Director of Track & Field/Cross Country, manage the daily operations and administration of the track & field and cross country programs and take care of any and all tasks as deemed necessary by the Director of Track & Field/Cross Country. These include, but are not limited to: oversight of day-to-day operations and administration; acting as program liaison to other departments, such as Facilities, Campus Recreation, Sports Information, Marketing, and On Campus Recruiting; assisting with game-day event operations and travel management; working with Assistant Coaches and Managers to organize team apparel, equipment, and uniforms. Assist with the planning and conduct of future B1G Track &Field and Cross Country Championships. Requires traveling with team and attending home meets—evenings and weekend hours are required.

The Director of Operations for Track & Field/Cross Country will actively communicate relevant information provided by the coaches or other DIA support areas to the all of the Track & Field/Cross Country student-athletes, and other various duties assigned by the Director of Track & Field/Cross Country. The Director of Operations, Track & Field/Cross Country will also be responsible for organizing and ensuring all team-related activities, excluding practice, run smoothly and are executed as planned, finalizing all travel, and ultimately assisting the head coach with all administrative duties.

Operations

 • Manage calendar/Teamworks for Track & Field/Cross Country teams: coordinating all home meets, meetings, and other related engagements.

 • Coordinate with Coaches in developing daily team practice schedules.

 • Consult with Coaches in regards to issues involving NCAA rules and regulations.

 • Allocate player and coaching staff complimentary home meet tickets and comply with ticket office deadlines.

 • Coordinate and administer special team events and functions.

 • Coordinate and manage any in-season and off-season per diem.

 • Perform other administrative duties, as needed.

 • Act as liaison to Compliance, and attend bi-weekly department compliance meetings

15%

Operations

 • Assist Director of Track & Field/Cross Country in acting as liaison to Academic department, including performing class checks, assisting with the management of tutoring program, and attend all meetings to update academic progress of student-athletes.

 • Interview, train, and hire student managers. (Student managers receive a scholarship or partial scholarship in exchange for their services.)

 • Coordinate and administer special team events and functions.

 • Perform various administrative duties as needed.

10%

Camps & Clinics

 • Coordinate all Track & Field/Cross Country camps, clinics and academies with the Camps & Clinics office, including planning, execution, and reconciliation.

 • Develop annual camp/clinic master calendar.

 • Market camps/clinics as necessary to target audiences, and to build overall enrollment.

 • Work directly with DIA Human Resources office to help ensure prospective staff hires (including student-athletes) have all of the proper documentation to get hired in a timely fashion, and complete all necessary training requirements.

 • With help of Track & Field/Cross Country coaching staff, develop camp itineraries and training components.

 • Act as staff representative for overnight camp operations, staying in dorms throughout entirety of camp, unless operated by other full-time coaching staff member.

20%

Travel

 • Work with DIA Travel Office and respective Team Travel Coordinator in planning all Track & Field /Cross Country trips.

 • Accompany teams on all trips to ensure all pre-planned arrangements go according to schedule.

 • Assign and distribute airline tickets to travel parties at check-in. 

 • Meet with hotel officials on arrival to confirm room assignments and distribute room keys, review all meal times, menu selections and billing approval.

 • Work with DIA Travel Operations to reserve conference rooms and other special reservations needed for team.

 • Coordinate menu selection and delivery of pre-planned meals.

 • Manage and administer all financial activities during road trips.

 • Review and approve meals and lodging bills before departure from hotel.

10%

Travel

 • Submit travel expense reimbursement forms in a timely manner.

 • Allocate complimentary tickets for players and coaching staffs.

5%

Home Meet Director

 • Serve as Meet Director for home track meets.

 • Liaison with the T&F Officials Association for all aspects of Meet Management.

 • Assist DIA Game Management Office with the planning and conduct of future B1G Track & Field/Cross Country Championships, if applicable.

 • Work with Event Operations to plan the setup, order catering, recruiting and instructing volunteers, organizing entries, and controlling all meet day details.

 • Work with the marketing department to develop methods of increasing local interest and better the experience for all attendees, including annual “I’m Going to College” Event

 • Recruit and supervise Volunteers for Home Track and Field Meets.

15%

Equipment

 • Work with Director of TF/XC and equipment room to order gear needed for team and staff for every aspect of the season, from pre-season workouts, practice and game gear to post-season meets.

 • Manage and distribute athletic apparel as needed, and work with Nike and UCLA to handle specific equipment needs for players (i.e. injuries, orthotics, etc.).

 • Size incoming freshmen for shoes and apparel and keep and archive of all sizes, etc.

 • Uphold UCLA, NCAA and B1G rules regarding apparel, logos, and trademarks.

10%

Recruiting

 • Assist the Coaching Staff and Recruiting Coordinator(s).

 • Review recruiting strategies with Recruiting Coordinator(s) and Coaching Staff.

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

 • Oversee the management of the prospects and coaches computer database (ARMS).

 • Manage all phases of on-campus visits: arrange prospect academic meetings and campus tours (including dorm tours, recreational facilities tours, etc.), assist coaches with the organization, and planning of official visit recruiting weekends, and oversee all on-campus recruiting efforts, including game day events, unofficial or official visits and junior days.

5%

Recruiting

 • Maintain all essential forms and documentation relating to NCAA rules and regulations (including phone logs, official visit forms, and contact/evaluation forms). 

 • Work with Compliance and Academic Services to prepare preliminary evaluations of transcripts of tops recruits.

 • Coordinate recruiting travel plans for coaches to ensure plans are submitted in a timely fashion and are consistent with recruiting priorities.

 • Coordinate and manage event pass lists for recruits and coaches for all UCLA sporting events. Assist with game seating.

0%

External Relations

 • Act as liaison and nurture ongoing relations with former athletes, and with key UCLA alumni.

 • Manage special events for former athletes and staff.

 • Enhance community service plan designed to get athletics into the community and continue working on development of a program to give back to the community.

 • Assist Director of Track & Field/Cross Country in acting as liaison to the DIA Development and External Relations departments.

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, 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

Ability to exercise sound judgment 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

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 plan, organize and prioritize assignments and work independently to complete assignments despite various deadlines, competing requirements and changing priorities.

Required

Demonstrate administrative skills, both orally and in writing.

Required

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

Required

Ability to organize and maintain a calendar system.

Required

Working knowledge of University purchasing and accounting policies and procedures.

Required

Demonstrate word processing and computer skills to complete assignments with speed and accuracy.

Required

Ability to operate a computer with working knowledge of various computer software systems including; Microsoft Office and database entry preferred.

Required

Knowledge of University policies and procedures.

Preferred

Knowledge of B1G Conference and NCAA rules and regulations required.

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".

10%

Ability to travel for team activities as needed.

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.