Athletics Compliance and Game Operations Coordinator

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The Caltech Department of Athletics, Physical Education and Recreation is an NCAA Division III member institution dedicated to administering its 16 intercollegiate athletic programs in a safe, effective, and ethical manner. Central to our mission is the holistic education and development of our scholar-athletes. This position serves a critical coordinating, facilitation, and monitoring function within the department, ensuring that coaches and programs operate collaboratively and responsibly in accordance with the rules and spirit of the NCAA, SCIAC, Institute, and applicable state regulations.

This is an Essential Reporting position. In the event of a campus emergency, employees designated as Essential Reporting possess critical job skills necessary for emergency response and recovery and are expected to report to campus as soon as possible.

The Athletics Compliance and Game Operations Coordinator is responsible for cultivating and sustaining a culture of compliance within the Caltech Department of Athletics, with a focus on NCAA rules education, implementation, and monitoring. This role also contributes to the operational management of athletic events and contests. Responsibilities include, but are not limited to:

• Assist in fostering a compliant departmental environment through consistent rules education and implementation.
• Oversee the NCAA and SCIAC rules education program, including facilitating quarterly staff meetings and maintaining up-to-date resources for all department personnel.
• Conduct rules interpretation and monitoring using LSDBi and other applicable resources; administer annual staff rules assessments.
• Assist the Director with the submission of mandatory NCAA membership certifications and requirements, including the sport sponsorship survey, coaches' rules test, compliance certification, Title IX attestation, graduation rate report, financial aid report, annual convention attendance, regional rules seminar, and EADA report.
• Curate and maintain an annual compliance binder containing all NCAA reports and requirements, season declarations, certified student rosters, approved waivers, and other regulatory documentation.

• Coordinate and certify student-athlete eligibility on a continuous basis throughout each academic term.
• Maintain and update the student-athlete eligibility database, ensuring all required affirmations and educational requirements are completed in a timely manner.
• Manage the student-athlete master roster in coordination with head coaches, including initial roster entry in Exeter, ongoing coordination with the Registrar's Office, daily 36-unit enrollment reporting, add/drop enrollment review, academic good standing review, and compliance with FERPA and HIPAA regulations.
• Monitor full-time enrollment status for all student-athletes on a daily basis; withhold eligibility as required.
• Track student-athlete satisfactory academic progress (SAP); coordinate with the Registrar's Office and coaching staff to ensure timely follow-up and appropriate action.
• Administer the student-athlete special circumstances waiver process.
• Develop and maintain the student-athlete handbook; ensure annual updates are reflected on department websites and that student-athletes affirm receipt each year.

• Coordinate the structure of playing and practice seasons in compliance with all applicable NCAA and SCIAC regulations.
• Assist head coaches in preparing playing and practice season declarations prior to the start of each season.
• Administer season modifications through the SCIAC portal and internal department processes.
• Manage change requests and ensure timely, accurate communication with all relevant stakeholders.

• Support compliant recruitment activities by monitoring departmental practices and maintaining accurate, complete records.
• Collect and review monthly recruitment activity logs submitted by coaching staff.
• Verify compliance of and actively monitor all department-affiliated camps and clinics.

• Coordinate intercollegiate practice and game operations across all sports programs.
• Manage an effective game management program, carrying a minimum 25% share of overall game management responsibilities.

Other duties as assigned may include responsibilities related to teaching, coaching, athletic training, sports information, external relations, and other related functions. This position description reflects the primary scope of responsibilities and is not exhaustive. The Athletics Compliance and Game Operations Coordinator is expected to be a collaborative team member whose role may evolve over time.

• High School Diploma with a minimum of 2 years of relevant work experience or a Bachelor's degree.

• Minimum of 2 years of directly applicable or commensurate experience in athletics administration, compliance, or a closely related field.
• Demonstrated knowledge of NCAA Division III rules, regulations, and procedures.

• Excellent interpersonal, written, verbal, and nonverbal communication skills.
• Strong proficiency in general computer applications, software platforms, and database management systems.
• Proven ability to manage multiple priorities effectively while working both independently and within a collaborative, team-oriented environment.
• Highly organized, with the flexibility to adapt to shifting priorities and consistently meet deadlines.
• Unimpeachable personal integrity and a demonstrated commitment to ethical and legal standards.
• Ability to work effectively with a diverse constituency, including students, staff, faculty, alumni, and community members.
• Demonstrated ability to build positive relationships across all levels of the organization through sound problem-solving and constructive conflict resolution.
• Commitment to modeling a positive professional demeanor consistent with departmental values.

• Must be able to lift up to 50 lbs. on a regular basis.
• Position requires regular physical activity, including event setup, equipment transport, and other hands-on duties throughout the workday.

• Bachelor's degree in Athletic Administration, Sport Management, or a related field.

• Collegiate playing or coaching experience.
• Prior budgetary or fiscal management responsibility.

• Proficiency in general facilities maintenance or related handyman skills.

• Resume