Athletics Administrative Assistant

TERMS OF EMPLOYMENT

Length of position:10.5 months

Hours: Varies

GENERAL DESCRIPTION:

The Administrative Assistant provides comprehensive administrative and clerical support to the Athletic Department including coaches and staff. Key responsibilities include serving as the volunteer coordinator and department receptionist managing office filing systems responding to correspondence reviewing and distributing department mail and coordinating oncampus athletic events. The position also oversees financial tasks such as maintaining the athletics budget receiving and depositing athletic funds documenting procurement card purchases and managing gate collections.

Additional duties include coordinating department communications and providing overall administrative support to ensure the efficient operation of the Athletics Department. This role involves frequent interaction with students parents school staff other departments opposing schools sports organizations and the general public.

The Athletics Secretary is expected to provide exceptional customer service and maintain a professional welcoming environment. The role operates under general supervision with moderate latitude for initiative and independent judgment.

ESSENTIAL FUNCTIONS: (In order of importance)

• Serve as the department receptionist greet and assist visitors answer calls and respond to questions regarding schedules policies and procedures.
• Provide exceptional customer service to students parents staff and visitors ensuring positive and professional communication at all times.
• Provide daily administrative support to the Athletic Director athletics staff and coaching staff.
• Prepare edit and distribute correspondence meeting agendas reports forms schedules and other documents as needed.
• Prepare and disseminate information related to the Athletics Department.
• Maintain accurate and organized records of rosters schedules and eligibility.
• Coordinate and manage all travel logistics for athletic events including transportation lodging meals and arrangements for food requests permission forms airline tickets and officials.
• Coordinate weekend logistics with the appropriate departments to ensure smooth athletic operations.
• Recruit and coordinate volunteers for various roles during home sporting events including home games tournaments and special athletic events.
• Maintain and update the athletics budget including expenses related to officials and tournaments.
• Prepare cash deposits with proper documentation from athletic events.
• Review and audit financial documents including check requests petty cash and procurement card purchases.
• Process purchase orders and manage inventory and supplies for the Athletics Department.
• Update the Athletics portion of the school website and app with current information and announcements.
• Coordinate with internal departments to ensure smooth execution of athletic events and activities.
• Plan and support oncampus athletic events including tournaments camps and special events.
• Assist in coordinating the annual athletics banquet and awards ceremony.
• Coordinate and schedule meetings conferences and seminars as needed.
• Serve as the department timekeeper and maintain accurate timekeeping records.
• Record meeting minutes as needed.
• Support compliance with league/governing body requirements by managing required documentation.
• Maintain calendars for athletics facilities and assist with coordinating facility usage.
• Develop coordinate and maintain accurate and uptodate recordkeeping and filing systems.
• Other duties as assigned

This document in no way states or implies that these are the only duties to be performed by the employee occupying the position.

Minimum Qualifications:

• High School diploma or equivalent
• Two years of experience performing administrative support for an office or similar environment (hours from an accredited college or university program may substitute on a yearforyear basis with 30 semester hours equaling one year of experience).
• Experience using computer software and programs including but not limited to MS Office Google Drive Docs Forms Sheets Slides and website editing tools
• Sign Language: The ultimate required proficiency level for the position using the levels designated in the Signed Language Proficiency Interview (SLPI) is Advanced.

Desirable Qualifications

• Associates degree or higher from an accredited college or university.
• At least three years of experience providing administrative support in an office or similar environment.
• At least three years of experience delivering customer service in a receptionist role.
• Previous experience working in an office environment at a school.
• Proficient in sign communication skills.

Knowledge Skills and Abilities/Attributes

• Technical Skills: Proficient with Microsoft Office (Excel Word PowerPoint) and Google Workspace (Docs Sheets Slides)
• Problem Solving: The individual identifies and resolves problems in a timely manner gathering and analyzing information skillfully.
• Effective Communication: The individual communicates appropriately with colleagues students parents families administrators supervisors and the public.
• Planning/Organizing: The individual prioritizes and plans work activities uses time efficiently and develops realistic action plans.
• Quality Control: The individual demonstrates accuracy and thoroughness monitoring their own work to ensure highquality results.
• Dependability: The individual is consistently punctual follows instructions responds to management direction and solicits feedback for performance improvement.
• Safety and Security: The individual actively promotes safety and security procedures using equipment and materials properly and maintaining a secure work environment.

SUPERVISOR

Athletic Director

MILITARY OCCUPATION SPECIALTY (MOS) CODE:

Administrative Assistant III see page 3 of