Administrative Assistant, Athletics

TITLE:            Administrative Assistant, Athletics – High School

EDUCATION & EXPERIENCE:        High school diploma

COMPETENCIES:    

Computer literacy
Organizational skills with attention to detail
Writing, speaking, and listening skills
Public communication skills
Discretion and confidentiality
 

TERMS OF EMPLOYMENT:        10 months

STATUS:       Non-Exempt

REPORTS TO:        Athletic Director

PRIMARY FUNCTION:    To contribute to the efficient operation of the school and the athletic office.

DUTIES AND RESPONSIBILITIES:

• Serve as an administrative assistant to Athletic Director and Assistant Athletic Director.
• Oversee operation and maintenance of office equipment and receive and sort incoming mail.
• Complete all departmental ordering, for awards, supplies, etc.
• Coordinate with the Athletic Director game arrangements (including officials, announcers, scorekeepers, security and all other personnel needed).
• Schedule team pictures and assist in scheduling award banquets.
• Maintain award envelopes for athletes.
• Keep up-to-date records for the athletic department, including scores, awards, and tournament champion information.
• Assist with all athletic events while providing hospitality to visiting teams.
• Create & maintain contracts of all athletic events.
• Coordinate and sell all sports passes. Count and write deposit sheet for event money and collect all ticket stubs for all games.
• Check, maintain, and communicate athlete's eligibility to parents and coaches and maintain the athletic sports database.
• Maintain uniform inventory.
• Help in maintaining and updating website, schedules, and directions as needed.
• Create and coordinate the season programs with the printing company.
• Create all athletic programs and announcements for all home events, and also make sure rosters are sent out to all away events.
• Assist with calls regarding cancellation of games, ensuring they are rescheduled promptly.
• Work very closely with coaches to maintain positive communication.
• Obtain and send athletes' information to IHSAA to certify for sectionals.
• Send reminders of upcoming events to schools and officials.
• Help Athletic Booster Club when necessary.
• Help other administrative assistants when needed.
• Complete annual employee training.
• Perform other duties as assigned.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Requires ability to sit up to 8 hours per day with intermittent occasional walking, standing, bending, and squatting.
• Requires ability perform repetitive physical tasks such as computer keyboarding, writing, and reading.
• Requires ability to lift or carry supplies, textbooks, furniture, and equipment at a minimum of 35 pounds.
• Requires ability to stand and walk for 2-4 hours for sporting event management.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Standard office and school conditions - Moderate noise level in the work environment, adequate lighting, and comfortable temperatures.
• The work schedule consists of a five-day, 40-hour workweek, with overtime dependent on department needs.