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Academy Operations Coordinator Position Summary 

The Academy Operations Coordinator role combines administrative duties, mentorship, and team support, with the main goal of creating and maintaining a healthy environment that fosters academic, athletic, and personal growth for student athletes. This is achieved by increasing day-to-day efficiency and proactively addressing the team's basic needs. The responsibilities of this role are not restricted to a traditional work schedule and are instead determined by the needs of the teams, which includes their wellness, recovery, technical, training, and game schedules. This role requires flexibility and a deep understanding of student needs in relation to academy operations, budget constraints, and logistical parameters. The Academy Operations Coordinator must be adaptable to the time commitments required, possess the ability to connect with a wide range of individuals, have a deep understanding of the student-athlete experience, be capable of handling administrative duties, and demonstrate a genuine willingness to assist others. Collaboration among Academy Operations Coordinators and the rest of the academy staff is essential to maintain consistency in policies and procedures, ensuring a smooth daily operating schedule. 

● Operational Support: Assisting with meal distribution for team travel, laundry, cleaning, locker room management, and maintaining the cleanliness of the accommodations, equipment, and other areas. 

● Transportation: May be on call for impromptu driving duties and must maintain communication with the transportation manager, preparing accurate passenger lists for various trips and events. 

● Schedule Coordination: Actively participating in creating weekly schedules, itineraries, and calendars that cater to the needs of the student athletes and academy operations. 

● Communication and Administrative Tasks: Responding promptly to texts, calls, and emails, especially from key personnel, and accurately updating logs. Updating student athlete files, completing paperwork, recaps, and assignments on time. 

● Student Athlete Support: Maintaining regular availability and accessibility to address Student Athlete needs and concerns. 

● Crisis Management: Responding appropriately to student athletes in crisis, whether physical or emotional, through assessment, action, or referral to other staff members. 

● Upholding Core Values: Ensuring that student athletes positively reflect the organization's core values both on and off the field. 

● Itinerary Communication and Collaboration: Communicating itineraries and their rationale to staff and other operating departments. 

● Documentation: Providing accurate itineraries and recaps, updating logs, and maintaining team travel or game day adjustments. Maintaining student athlete files and tracking progress. 

● Exemplary Leadership: Leading by example, influencing, promoting, and encouraging responsible behavior among student athletes and representatives of club culture. Leading by example in cooperation and support of other staff members. 

● Positive Role Model: Serving as a positive role model for both staff and residents by avoiding questionable or unethical behavior. 

● Confidentiality: Maintaining confidentiality regarding budget, contract terms, staff and student matters. 

● All other duties as assigned. 

As Academy Operations Coordinators, the team must positively influence the student athletes' experience by proactively anticipating and organizing all aspects of the athletes' care on campus and on away travel. This includes building and maintaining itineraries and communicating all game day operations with the student athletes, academy staff, parents and other operating departments to ensure smooth daily operations. The Academy Operation Coordinator plans meals taking into consideration nutritional requirements, dietary restrictions and budget constraints. Travel reservation coordination in booking flight, hotel, coach bus and other modes of transportation for team travel. Additionally, they reserve hotel block bookings, procure meeting rooms and outline team operations for each day. Academy Operation Coordinators perform build rooming and travel rosters and ensure safety checks are performed throughout team travel (i.e. nightly room checks). 

● Computer Proficiency: Proficiency in Excel, Word, and Google Drive. 

● Communication and Interpersonal Skills: Skill in communication and interpersonal interaction with students, teachers, parents, and team members to effectively communicate itineraries and logistics to aid in the events running smoothly. 

● Data and Reporting: Knowledge of data collection, report preparation, and presentation. 

● Discipline and Crisis Management: Skill in administering student discipline and handling crisis situations that arise for team travel. 

● Event or Tournament Organization: Skill in organizing various aspects of Team travel, activities, and special milestone events for student athletes. 

● Mentorship and Leadership: Skill in mentoring and providing leadership to students. 

● Physical Requirements: Ability to travel via coach bus or flight, walk the property, fields, climb stairs, stand, and lift 50 lbs. 

● Problem-Solving: Skill in recognizing, analyzing, and developing solutions to various problem situations related to team travel or residential student life. 

● Program Coordination: Knowledge and familiarity with the principles, practices, and operational procedures for game days, especially as they relate to the student-athlete experience. 

● Sports Knowledge: Knowledge of sports is essential. 

● Confidentiality: Must be able to maintain confidentiality and protect minors on and off campus, especially when working with highly sensitive information. 

● Bachelor's Degree in a relevant field (e.g., Travel/Tourism, Exercise/Sports Science, Physical Education, Coaching) 

● Master’s Degree is highly desirable 

● First Aid and/or CPR Certification 

● Player Care Certifications preferred (i.e., psychology, nutrition, strength & conditioning, sports performance, etc.) 

Ability to travel via coach bus or flight, walk the property, fields, climb up and downstairs, stand for long periods, use both hands and arms, bend, and lift 50 lbs.