Athletic SecretaryCo Office Manager
Athletic SecretaryCo Office Manager
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Salary Not Disclosed
1 Vacancy
Job Description
QUALIFICATIONS:
- High school diploma required
- Experience in an athletic department or school setting is a plus
- Proficient in typing filing procedures and word processing.
- Knowledge and experience in working with computers and software systems such as Bound and Infinite Campus.
- Competency in bookkeeping budget management and invoice processing.
- Positive relationship skills and the ability to communicate effectively with coaches athletes parents and staff.
- Strong organizational and timemanagement skills with attention to detail.
- Ability to work independently and handle multiple responsibilities under tight deadlines.
- Such alternatives to the above qualifications as the District may find appropriate and acceptable
REPORTS TO:
- Athletic Director and Building Principal(s)
SUPERVISES:
- n/a
JOB GOAL(S):
Provide efficient administrative support to the athletic department ensuring smooth operation of all athletic programs. This includes assisting coaches athletic directors and studentathletes by managing schedules maintaining records coordinating events and facilitating communication. The role aims to promote an organized professional and wellfunctioning athletic department in order to enhance student learning promote the overall efficiency of the school system and maximize the educational opportunities available to each child.
POSITION RESPONSIBILITIES:
Administrative Support to the Athletic Director and Building Principal
- Event Coordination
- Financial and Inventory Management
- Eligibility and Academic Support
- Awards and Recognition
- Community and Seasonal Support
- Facility and Maintenance Coordination
- Other Duties
- Cover other secretarial roles during absences or summer breaks.
- Assist in secretarial hiring processes by participating in interviews.
- Perform additional tasks as assigned by the Athletic Director to support the smooth operation of the athletic department.
- Order fobs and issuing keys to coaches.
- Coordinate district vans on site for usage from athletics and other groups in the building.
JOB SPECIFIC RESPONSIBILITIES:
- Make appointments answer or refer questions and open mail for the Athletic Director.
- Type and distribute correspondence schedules forms (e.g. participation and physical exam forms) and manage data collection.
- Communicate daily with parents athletes coaches and administrative staff regarding events schedules and requirements.
- Maintain uptodate squad rosters and eligibility information for all athletes.
- Assist in postponing or canceling athletic events due to inclement weather.
- Prepare and distribute reminders to officials event workers and visiting schools regarding events.
- Assist with gameday logistics including setting up scoreboards score sheets and escorting officials.
- Manage and organize game supervisors ticket takers and bench workers.
- Coordinate transportation for athletic events working closely with the transportation department to handle issues requests and rescheduling.
- Setup ticketing scheduling and summer camp registration within Bound.
- Support special event activities (e.g. Senior Night Elementary Nights).
- Monitor athletic department budgets and maintain pcards.
- Communicate with vendors about equipment and uniform orders and resolve unreturned items.
- Process and submit invoices and purchase orders for uniforms equipment and event expenses.
- Assist bookkeeper in organizing cash boxes for athletic events.
- Prioritize and manage the ordering of equipment and concession supplies.
- Track payments from athletes and donations to teams.
- Track athlete academic eligibility including GPA credit hours and transfer student compliance.
- Communicate with guidance offices and previous schools regarding transfer eligibility and Code of Conduct requirements.
- Monitor Bound registrations and notify parents/students of expiring physicals or incomplete paperwork to prevent participation interruptions.
- Prepare and distribute banquet awards MVC certificates and Academic Achievement awards for teams.
- Maintain records for firsttime letter winners and coordinate Walk of Honor brick forms.
- Update Wall of Fame displays gym banners and school digital record boards.
- Work closely with Booster Club to coordinate fundraising and events.
- Receive and process summer sports camp registrations rosters and payments.
- Design and share promotional materials for events camps and team stores.
- Submit work orders for facility maintenance and repair needs.
- Coordinate building reservations for athletic events summer camps and outside group rentals.
TERMS OF EMPLOYMENT:
260 contract days
Salary and calendar year to be evaluated in accordance with Board Policy of the Iowa City Community School District.
EVALUATION:
Performance of this job will be evaluated in accordance with provisions of the Districts policy on Evaluation State Statute and any applicable Collective Bargaining Agreement.
Required Experience:
IC
Employment Type
Full-Time
