Director of Operations - Women's Ice Hockey

18-Sep-2024

Director of Operations - Women's Ice Hockey

Faculty of Arts and Sciences

66772BR

Job Summary

PART-TIME 

Reporting to the Head Coach for Women’s Ice Hockey, the Director of Operations must be proficient in forecasting the needs of the Staff and the entire program. It is essential to understand the schedule and season segments to plan according to complete all tasks on time. This position manages the daily operations for a Division I Women’s Ice Hockey inter-collegiate program. Works directly with numerous areas within the Department of Athletics, such as marketing, ticket office, athletic communications, equipment room, scheduling and travel, finance, facilities and operations, development, and compliance.   

Under the direction of the Head Coach, this position manages all aspects of running the operations of Harvard's Varsity Women's Ice Hockey program. With the exception of directly coaching student-athletes, this position handles all other managerial functions for Women's Hockey as well as all aspects of alumni relations and fundraising for Women's Hockey. 

This is a 50% of a full-time position from August 1 – April 30 with a seasonal leave from May 1 – July 31.

Position Description

ADMINISTRATIVE:

• Maintain the Arms software program for Compliance and Cara logs in a timely manner 

• Maintain the Sports You software in a timely manner 

• Schedule and administer all zoom calls at the request of Head Coach  

• Pick up mail at the Murr Center daily 

• Be the direct conduit to support Staff 

• Equipment Manager 

• Strength and Conditioning 

• Sports Medicine Department 

• Marketing 

• Sport Information 

• Interns 

• Assists the marketing and event management departments in creating an exciting, safe, and entertaining game atmosphere 

• Assists with the coordination of the ice rink schedule 

• Manages complimentary ticket lists for all games 

FINANCIAL:

• In conjunction with the Head Coach, develops and manages the team travel budgets 

• In conjunction with the Head Coach, manages the operating budget 

• Maintain expense reports and CC expenses through Concur software on time 

SCHEDULING:

• In conjunction with the Head Coach or appointed staff member, creates a competitive schedule for the following year(s). Works directly with opposing coaches, Directors of Athletics, and other resources to create a list of potential opponents and negotiates dates, times, and guarantees 

• Schedule team travel including but not limited to bus, hotels, meals, facility needs, practice ice, video needs, rooming assignments, detailed itineraries to the team in a timely manner 

• Schedule vacation meals and pre-and post-game meals 

VIDEO BREAKDOWNS:

• Scout Video 

• All pre scout games uploaded as directed by the Staff 

• All pre scout games compiled and organized as directed by the Staff  

• Practice Video 

• Video each practice 

• Label and organize drills post-practice in the XOS database 

• Master schedule of video assignments developed and posted in the coaches’ room 

• In-Game Video 

• Organize interns and volunteers  

• Breakdown video in-game for in between period and post-game review 

• Upload game on the league and Instat software portal immediately after the game 

• During games: in direct communication with coaches to execute in-game coaches’ challenges 

RECRUITING:

• Distribute to the coaching staff the game shifts (InStat) from the recruits submitted by the Staff 

• Maintain a master list of all Coaches and Staff in every recruitable league  

• Contact all teams in US and Canada for complete rosters 

• Develop a Master schedule of all recruiting events 

• Contact Coaches or GMs before recruiting events to secure line charts  

• Assist the Staff with any aspect of recruiting as allowed by Harvard and the NCAA 

ALUMNI RELATIONS and COMMUNITY OUTREACH:

• Works with the Varsity Club to plan and implement alumni relations events 

Basic Qualifications

At least three years' experience in intercollegiate ice hockey athletics as a player, coach, or administrator required.

Additional Qualifications and Skills

• Bachelor's degree preferred. 

• Successful candidate will have the following: 

• Strong interpersonal and managerial skills. 

• Strong problem-solving skills and fervor for improving organizations by implementing new ideas that create better efficiency 

• Demonstrated proficiency in FileMaker Pro and with Microsoft Office programs’  

• Knowledge of the role that athletics plays in a University setting  

• Proven written and communication skills essential and must have ability to work independently and to exercise judgment and discretion. 

• Ability to multi-task and meet required deadlines. 

• Experience developing and managing budgets and financial reporting. 

• Must be detailed oriented and have strong organizational skills. 

• Travel is required.

Physical Requirements

Must be able to lift at least 25 pounds.

Working Conditions

Travel is required.

Work Format: On-Site

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Additional Information

We will not provide work authorization and/or visa sponsorship for this position.

Harvard is a highly selective liberal arts college whose mission is to educate citizens and citizen-leaders for our society. The College is a residential institution of nearly 7,000 undergraduates and is located in Cambridge, Massachusetts. Harvard is deeply committed to the intellectual, social and personal transformation of its undergraduates during their four years at Harvard.

The Department of Athletics offers 42 varsity programs for men and women, more than any other Division I school in the United States. We also offer extensive recreational and intramural programs.

Harvard employees have access to a competitive benefits package that includes multiple options for the health and well-being of our employees as well as ongoing professional development.

All formal offers will be made by FAS Human Resources. We regret that, due to the number of responses we typically receive, we may be unable to respond to phone calls or contact personally those applicants not selected for an interview.

We actively seek and welcome applications from diverse candidates and from those with a demonstrable commitment to a more inclusive society.

Work Format Details

This position is based primarily on-campus, in Massachusetts. This may include in-person during emergency situations (if applicable). Additional details will be discussed during the interview process. Certain visa types may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

405013 Administrator (N)

Work Format

On-Site

Sub-Unit

Athletics

Salary Grade

056

Department

Athletics

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Part-time

Pre-Employment Screening

Criminal, Identity

Schedule

• Travel is required.
• This is a 50% of a full-time position from August 1 – April 30 with a seasonal leave from May 1 – July 31.

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.