Clark Atlanta University Job Description Position Title: Senior Associate Athletic Director of Compliance Employee: Department: Reports To: Athletics Mr. J. Lin Dawson, Athletic Director The following statements are intended to describe the general nature and level of work to be performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. General Function (Description): Assist the Director of Athletics in the management of operations relative to compliance, facilities and event management, and day-to-day internal affairs that are tied to the mission, goals, and strategic objectives of the University as outlined by the National Collegiate Athletic Association. Help guide and monitor all aspects of the Athletics Department through a continuous and systematic process of planning, assessment, and improvements. To work directly with NCAA, SIAC and University officials to certify all initial, continuing, and transfer eligibility. Prevent infractions through the Institutional statement and commitment by educating, interpreting, and monitoring compliance matters. Provide oversight of the activities of the Sports Information Director and Equipment Manager. The Senior Associate Athletic Director of Compliance is a member of the executive management team in Athletics and plays an integral part in strategic planning and operations. The position has a dual reporting relationship: to the Athletic Director and the University Chief Compliance Officer. Examples of Duties and Responsibilities: To serve as the Director of Athletics primary administrative representative in his/her absence. Assist in collection and verification for distribution all departmental statistical data and reports, (e.g., graduation rates, APR, EADA, IPEDS, NCAA Sports Sponsorship report, etc.). Assist the Director of Athletics with overseeing the budget and making recommendations relative to Title IX and Gender Equity. Represent the institution on the Conference, Regional and National levels through committee work. Assist the Director in managing staff s fiscal responsibilities in order to ensure compliance with University policies (e.g., travel request, purchasing, expense reports, etc.). Assist with the supervision of compensation check request for game officials and game day operations staff are prepared properly and disseminated in a timely manner. Assist the head coach of sports camps and clinics in the management and compliance related issues that may develop. Coordinate with the Director of Student Financial Aid the administration of athletics grant-in-aid program. Assist with developing and implementing yearly comprehensive marketing and a promotional Page 1 of 5
plan, which includes designing and implementing fundraising, researching plans, researching potential corporate sponsors, and methods to increase attendance at home games by maximizing ticket sales. Advises Athletics administration and Athletics executive management team in matters related to budgets, purchasing, travel, etc. while maintaining accurate records of funds available and disbursed for the Athletics executive management team upon request. Assist the Director of Athletics in all CAU accounts relating to intercollegiate athletics including clubs, special projects, and other miscellaneous accounts. Work with Head Coaches on securing all final game contracts for signatures (e.g., rights fees, revenue sharing, etc.) Assist in the accounting for all revenue generated by the Athletics Department and accounts receivables of sponsors, ticket sales, contracts, etc. Oversee athletic compliance to ensure the University s continue compliance with NCAA and SIAC rules, educate coaches, staff, and the campus community on University and NCAA regulations by preparing periodic compliance briefs and other educational materials and conducting compliance meetings. Coordinating the education, interpretations, and monitoring procedures of all areas of compliance. Monitor student-athlete s satisfactory academic progress under NCAA legislation and certify their eligibility for intercollegiate athletics practice and competition in accordance with NCAA regulations. Assist the Athletics Academic Advisor in monitoring the student-athlete s declaration of majors, not later than third year of enrollment. Monitor Athletics Academic Advisor s activities to ensure academic progress reports are completed timely and that student-athletes identified as being at risk receive appropriate intervention and counsel. Assist in the coordination of prospective student-athletes Admissions process. Conduct the initial review and evaluation of prospect s transcripts for eligibility and admissibility to the University (Admissions Office does final certification of transcripts). Approve and monitor all unofficial and official visits. Monitor recruiting records by meeting with coaches and reviewing contact, evaluation, and telephone logs. Serve as the University s liaison with the NCAA initial-eligibility clearinghouse and the Department s control officer for coach-supported admits. Serve as the liaison between the Offices of Admissions, Financial Aid, and the University s Registrar. Administer National Letters of Intent and grant-in-aid. Monitor financial sources and maintain squad lists. Monitor student-athletes employment, camps, and clinics. Administrate student-athlete transfer releases. Provide coaches and staff with rules interpretation as needed. Monitor playing and practice season declarations and weekly practice reports. The Athletic compliance office shall be responsible for certifying temporary participation in practice for recruits, transfers, or walk-ons pending the completion of all information needed for full certification. Additionally, it shall be the Senior Associate Athletic Director of Compliance s responsibility to inform the respective coach of a student-athlete s failure to provide complete information in a timely manner, requiring the coach to withhold the student- Page 2 of 5
athlete from further practice participation. The Athletic compliance office shall be responsible for administering the NCAA Student- Athlete Statement to all incoming recruits, transfers, and known walk-ons of each sport. The Senior Associate Athletic Director of Compliance shall be responsible for maintaining an up-to-date NCAA squad list form for each sport (using NCAA s CAi software). Investigate and report violations of NCAA legislation to appropriate entities. File appeals and waiver requests as necessary. Handle all eligibility matters and administers all NCAA and SIAC forms. The Senior Associate Athletic Director of Compliance will monitor the full-time enrollment status of all student-athletes (Registrar s Office notification). If it is determined that a studentathlete has dropped below a full load, the respective head coach will be notified and the student-athlete must be withheld from both practice and competition until otherwise notified. The Senior Associate Athletic Director of Compliance in collaboration with the Athletics Academic Advisor is responsible for reviewing each student-athlete s academic status at the end of each semester and determines any eligibility deficiencies in the student-athlete s academic record. The Senior Associate Athletic Director of Compliance shall prior to each sport s season, coordinate with the University s Faculty Athletic Representative and Registrar, who are ultimately responsible for certifying the continuing eligibility of student-athletes. The Athletic compliance office shall be responsible for initially reviewing the squad list forms of each sport to ensure that all team and individual scholarship limits have not been exceeded. The Senior Associate Athletic Director of Compliance shall be responsible for providing the recruit with the official visit letter, with a summary of the official visit rules attached, prior to the actual visit. All requests for student-athlete involvement in charitable activities shall be approved by the compliance coordinator, who will be responsible for documenting the legitimacy of the event prior to approving. The Senior Associate Athletic Director of Compliance shall be responsible for an ongoing review of the compliance program and the Faculty Athletic Representative at the end of the academic year will conduct a personal review of the overall effectiveness of this program. This review shall include discussions with the Director of Athletics and the University s Chief Compliance Officer and all other individuals with specific compliance responsibilities within the Department. At the completion of the FAR s review, he/she shall report the findings and recommendations to the entire Athletic Compliance Committee. Oversee and maintain records, surveys, and reports as stipulated by NCAA Bylaws. Maintain compliance question and answer page on Athletic website Assist the Athletics Academic Advisor and Registrar s Office in tracking student-athletes who have repeated courses to ensure accuracy of potential probation student-athletes and transcript calculations for eligibility. Monitor student-athlete eligibility for all sports in season. Coordinate a student-athlete compliance meeting each semester to ensure knowledge of NCAA and University rules and regulations. Prepare to enact procedures for investigations into possible violations regarding compliance rules in the areas of recruitment, playing/practice seasons, financial aid, student-athlete employment, camps/clinics, outside income and sports agents, etc. Coordinate a comprehensive program that includes monitoring of in-house systems of compliance checks and balances by educating faculty, staff, registrar s office, admission s Page 3 of 5
office, financial aid office, and student-athletes on rules and revisions through the evaluating of current compliance efforts to determine their effectiveness. Provide continual education to alumni, boosters and supporters on rules and regulations of the University, the SIAC, and NCAA. Ensure campus visits by resource personnel to review with coaches and student-athletes rules and regulations of the NCAA and the SIAC, as appropriate, as well as other topics that may benefit these groups (e.g., drug awareness) Assist the administration, University officials, student-athletes, and coaches of understanding their responsibility and accountability to the University, the SIAC, and NCAA. Oversee the monitoring of individual and institutional financial aid limits; NCAA legislation compliance by Department of Athletics staff; and coordination of athletic release request forms other institutions and granting of student-athlete athletic releases for Clark Atlanta University. Collaborate with Athletic Academic Services Director and University s Admissions Office to ensure proper guidelines are followed for the admission of student-athletes. Facilitate the completion and timely submission of all Athletic compliance related reports to the NCAA, SIAC, and Department of Education, collaborating with the Office of Assessment, Planning and Research to ensure accuracy of University data submitted. Provide oversight of the activities of the Sports Information Director to ensure publicity and marketing efforts are equitable, effective and efficient. Ensures effective planning, design, and implementation of sports information core activities function within overall plan of athletic program. Ensure maximum exposure of varsity sports through accurate, timely, and aggressive media distribution efforts. Develop work plan with director and conducts mid-year and yearly evaluations. Monitor social media interactions for improper words, phrases, or images involving studentathletes. Provide oversight of Equipment Manager and operations to ensure compliance with NCAA, SIAC and University policies and regulations. Monitor purchases as well as shoe and apparel contracts for department. Analyze distribution of shoe allocations based on equity plan. Review seasonal and yearly inventories of teams and distributions and collections of equipment and apparel. Implement best practices as outlined by the Equipment Managers Equipment Association. Performs other related duties as assigned. Knowledge, Skills and Abilities Knowledge of SIAC and NCAA regulations. Strong interpersonal and communication skills. Ability to demonstrate effective communication skills both orally and in writing. Ability to work effectively with a wide range of constituencies in a diverse community. Ability to work evening and weekend hours. Proficiency with all Microsoft Office software and ability to learn and use University software systems (e.g., BANNER, GradesFirst, etc.). The Senior Associate Athletic Director of Compliance is expected to attend professional development seminars and workshops as conducted by the NCAA and SIAC. It is expected that the Senior Associate Athletic Director of Compliance will attend the NCAA Annual Convention. On occasion, Page 4 of 5
the Senior Associate Athletic Director of Compliance will travel with teams to off-site competitions. Minimum Hiring Standards Education Years of Experience Required Years of Management/Supervisor Experience Bachelors Degree Required. Master s Degree preferred. At least 8 years post collegiate experience in Division II Compliance, or equivalent combination of education and experience. Experience as Director in Athletic Compliance Office preferred. At least 5 years Employee Manager/Supervisor Human Resources Page 5 of 5