WGYM & WLAX Director of Operations

Department of Athletics, Physical Education and Recreation (DAPER)

Job Title: Director of Operations

Classification:  Exempt

Stanford’s Department of Athletics, Physical Education and Recreation (“DAPER”) is the premier intercollegiate athletics program in the country. We are the proud Home of Champions! We lead the nation with 123 NCAA championship titles, completed an unprecedented sweep of both the men’s and women’s Capital One Cups, and have brought home the Learfield Director’s Cup for 25 straight years. We support nearly 900 student-athletes who compete on 36 intercollegiate athletics teams and also support the university’s physical education, recreation and wellness initiatives. Our dedicated staff embody a culture of excellence, embrace our mission of scholar-athleticism and exemplify a relentless championship spirit. Our actions and staff are guided by the core tenets of the Athletics Department culture, “The DAPER Way,” which are: Embrace Scholar-Athleticism, Pursue and Revere Excellence, Lead with Courage and Work Cohesively.

Are you ready to inspire champions? If yes, then this may be the right opportunity for you! 

Job summary:

The Department of Athletics, Physical Education and Recreation (DAPER) at Stanford University seeks a seasoned professional to serve as Director of Women’s Gymnastics and Lacrosse Operations.  Reporting to both Head Coaches, the Director will be involved in all non-coaching operations and logistics for both programs.

• Please note: This is a one-year fixed-term appointment, with possibility of annual renewal.

Your responsibilities will include, but are not limited to:

Team Travel

• Responsible for all aspects of team travel (air, lodging, transportation, per diem, etc.)
• Prepare away game itineraries for staff and bus drivers outlining details regarding airport transfers, team meal times/locations, hotel, away game location, etc.
• Confirm team travel party/names, flight reservations, check-in, and all other flight logistics
• Serve as primary contact for hotels coordinating rooming lists, meeting space, breakfast, and ensuring keys are ready upon team arrival
• Organize and coordinate team meals for all home and away competition
• Reserve practice times and walk-throughs at visiting sites, visiting team locker room and post-game arrangements (towels), etc.
• Order, distribute and complete all paperwork for team per diem as needed and requested by the head coach

Apparel & Equipment

• Order, track, receive, organize and distribute team apparel and equipment
• Serve as primary contact for Nike Game Day orders, deliveries and returns
• Serve as primary contact for replacement/new equipment orders, deliveries and returns
• Manage and organize team storage units

Camps (specific to WLAX only)

• Work with compliance to get camp dates / field reservations approved
• Work with ACTIVE to build out camp registration link(s)
• Manage the look and accuracy of our camp website
• Point of contact for customer service (intake parent phone calls, questions, etc)
• Point of contact for conferences and events (dorms, dining halls)
• Responsible for ensuring that all camp counselors are legally certified to work
• Work with local hotels to secure room blocks for camps during the school year
• Point of contact for facilities to make sure all fields are lined appropriately
• Responsible for ordering items for camp as needed (lacrosse balls, pinnies, cones, camper t-shirts)
• Responsible for ordering items to be sold at the camp store via Nike GameDay online site

Communications

• Work alongside sports information to schedule team related head shots, studio shots, team photos, tournament shoots, intro video and other promotional materials
• Work with sports information on senior night recognition, photos, videos, and awards 

Development

• Aid DAPER Development in stewarding alumni and donors
• Follow-up and write thank you notes to key donors, alumni and groups as needed and requested by the head coach
• Serve as primary contact for alumni, coordinating and distributing information for alumni events, reunions and Homecoming

Student-Athlete Welfare

• Organize end of year banquets, including awards purchasing
• Organize and oversee all aspects related to team community service events
• Coordinate team related scheduling in the area of leadership and development
• Organize and serve as primary contact for foreign tours - one every four years

Facility Management

• Coordinate daily practice schedules with WGYM & WLAX and update appropriate DAPER staff
• Coordinating team vitamins, snacks, meals, food management, pick up and delivery
• Coordinate with equipment staff on locker room name plates, tags, laundry, and towels
• Supervise team manager duties and performance as needed and requested by the head coach

Recruiting

• Coordinate official and unofficial visits (airfare, hotels, tickets, dinner reservations, etc.)
• Work with recruiting coordinator to complete final recruit itineraries 
• Submit all compliance paperwork associated with recruit visits
• Occasional campus and facility tours as needed and requested by the head coach
• Coordinate coach recruiting travel (airfare, hotels, rental cars)
• Responsible for distribution of recruiting mailers and communication 

Business Office / Budget

• Responsible for handling all staff receipts & expense reports in a timely and efficient manner 
• General oversight of team budget, communicating regularly with head coaches on budget allocations, available resources, deficits, etc. 
• Strong communication with coaches on availability of funds for specific purchases, program wants, needs and requests

Time Commitments / Travel Commitments 

• Roughly 8am - 12pm WGYM and 1pm - 5pm WLAX 
• Prioritize official and unofficial visits weekends with each team in the fall
• Prioritize WGYM at beginning of winter term 
• Prioritize WLAX at beginning of spring term 
• Post-season travel with both teams (Pac-12 / NCAA Tournaments) 
• Spring break travel with WLAX 
• Prioritize WLAX summer and winter camps/clinics
• Winter camp 2019: December 7-8th 
• Summer camp 2020: TBD 
• Vacation days: two weeks for winter holidays (including Thanksgiving) & two weeks for summer (first two weeks of August)

 Game Day Operations 

• Take over WGYM Meet Director duties and responsibilities for all home meets as needed and requested by head coach
• Primary contact for WGYM judges travel, contracts, payment and communication
• Serve as a liaison between facilities staff and coaches during home contests 
• Primary contact for families and parents, coordinating tickets, gate lists and meals at home and away contests

Other Duties: Responsible for other duties as needed and requested by the head coach

To be successful in this role, you will have:

Bachelor’s degree and three years of relevant experience, or combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Demonstrated ability to prioritize own work and multi-task.
• Demonstrated excellent organizational skills.
• Demonstrated ability to take initiative and ownership of projects.
• Ability to communicate effectively both orally and in writing.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Demonstrated experience working independently and as part of a team.
• Relevant subject matter knowledge.
• Ability to direct the work of others, for jobs requiring supervision.

DAPER’s Integrity:

This position, along with all DAPER coaches and staff, is responsible for the integrity of Stanford’s intercollegiate athletics program and for the reputation of Stanford University. This position is responsible for assuring that his/her involvement with Athletics Department activities maintains the integrity of the University’s reputation and does not negatively impact the relationship between the University and its faculty, staff, students and alumni. Additionally, this position must comply with University policies and procedures, NCAA and Pac-12 rules and regulations.

*Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.

Why Stanford is for you:  

Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:

• Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
• A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
• A healthier you. Climb our rock wall or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
• Discovery and fun. Stroll through historic sculptures, trails, and museums.
• Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!

Additional Information

• Schedule: Full-time
• Job Code: 4121
• Employee Status: Fixed-Term
• Grade: H