Extra-Curricular Assistant

Extra-Curricular Assistant

REPORTS TO: Director of Athletics and Director of Career College and Innovative Programs

FLSA Status: Non-exempt

START DATE: August 4 2025 or ASAP

SCHEDULE: 40 hours/week - school year (beginning of August - 2nd week in June)

RATE OF PAY: Hourly Rate Commensurate with experience and education ($22.61 Base)

JOB SUMMARY:

The Extra-Curricular Assistant plays a critical role in supporting and enhancing student and community engagement through athletics and other events outside of regular school hours. This multifaceted position serves as the Assistant to the High School Athletic Director and the Assistant to the districts college and career readiness initiatives by supporting the organization promotion and execution of the events that connect students and families with career pathways post-secondary opportunities and work-based learning experiences as well as the districts Hawkeye Hometown Series and other designated curricular events. The Extra-Curricular Assistant is expected to provide strong efficiency self-motivation organization and communication to foster positive experiences for students staff families and community members.

ESSENTIAL FUNCTIONS:

Essential functions are the core responsibilities required to perform this role. These duties ensure the effective operation maintenance and safety of district facilities supporting the districts mission and goals. The Extra-Curricular Assistant is also responsible for other duties as assigned to meet the evolving needs of the district.

As Assistant to the High School Athletic Director:

• Acts as the primary secretary to the Athletic Director and serves as a liaison between the Athletic Director and students parents coaches staff members and the public
• Serves as a liaison between the Athletic Director and student-athletes families and school staff
• Manages the Athletic Directors schedule; screens calls and visitors; sends communications on their behalf
• Greets and provides information assistance and materials to visitors students and families regarding athletic programs policies and procedures; refers complex inquiries to the Athletic Director or designated administrator
• Assists with the daily operations and logistics of the high school athletic department.
• Supports the organization and maintenance of the overall Hamilton Athletics program
• Schedules and coordinates athletic events transportation and game-day logistics
• Confirms officials for scheduled contests and helps oversee contracts with opponents; assists with scheduling as needed
• Coordinates and assists with game-day preparation for all Hamilton High School-hosted events
• Organizes and directs event workers; helps greet officials direct buses and set up competitions
• Updates the high school website with current and upcoming athletic event details and announcements
• Prepares stadiums and gyms for athletic competitions and operates the ticket booth at home football games
• Prepares and distributes student athletic documentation (e.g. athletic packets); assists students and parents with forms and requirements
• Establishes and maintains accurate manual and electronic filing systems for all student-athlete documentation and eligibility records
• Assists with data entry and tracking of student-athlete rosters and eligibility to ensure MHSAA compliance and district expectations
• Prepares for mandatory seasonal athletic meetings: reserves facilities sends notifications and creates/distributes meeting materials
• Assists coaches with rosters schedules and required documentation; responds to routine coach inquiries
• Notifies staff of student-athlete early dismissal times and ensures proper attendance coding in the student information system
• Prepares purchase orders for high school and district athletic accounts; tracks and processes payments
• Submits and monitors work orders related to athletic equipment fields and facilities
• Organizes student-athlete recognition events such as Senior Parent Nights
• Performs routine clerical and office duties including: composing and sending correspondence filing scheduling appointments sorting mail preparing reports answering phones and operating office equipment
• Provides administrative support to the Athletic Director and other designees as needed
• Attends and supervises athletic events and meetings as directed by the High School Athletic Director
• Ensures the care supervision control and protection of students in a manner consistent with assigned duties

As Events Coordinator:

• Coordinate and support college and career events including FAFSA nights career fairs and college info sessions
• Schedule event spaces in FMX and secure off-site venues in collaboration with community partners. Set up and clean up before and after events often outside of regular school hours. Design and distribute flyers posters and digital marketing materials for events
• Lead planning and execution of the districts Hawkeye Hometown Series a series of community-building events that celebrate school spirit student talents and community connections
• Coordinate and support designated curricular events (e.g. work-based learning events etc.)
• Collaborate with school and district staff to ensure successful planning logistics communication and implementation of events
• Manage volunteers vendor relationships materials and facilities associated with events
• Work with the district Communications Coordinator to promote events through internal and external communication platforms in collaboration with district administration

Other Responsibilities:

• Provide additional supervision during the school day as needed
• Responsible for scheduling Athletic events according to procedures and guidelines approved by the Board of Education
• Assists with assigning spaces for indoor practices when the issue of inclement weather arises
• Other duties as assigned

KNOWLEDGE SKILLS AND ABILITIES REQUIRED:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Knowledge of principles and practices of program management facilities management marketing and budgeting
• Strong skills in planning organizing scheduling coordinating and evaluating multiple programs and staff
• Ability to problem-solve prioritize tasks and work effectively under pressure with multiple competing deadlines
• Ability and willingness to work flexible hours including evenings weekends and holidays as required by programming
• Ability to sustain productivity with frequent interruptions
• Maintain consistent punctual and regular attendance
• Organizational Skills: The ability to manage multiple tasks deadlines and details effectively
• Communication Skills: Strong verbal and written communication skills to interact with diverse groups
• Interpersonal Skills: The capacity to build rapport and collaborate with students staff and parents
• Problem-Solving Skills: The ability to identify and resolve issues that may arise during event planning and execution
• Flexibility and Adaptability: The willingness to adjust plans and work under pressure
• Creativity: The ability to develop engaging and innovative activities
• Budget Management: The capacity to track expenses and manage resources effectively
• Knowledge of relevant software and tools: Skilled in using office equipment software and standard business technology; ability to quickly master new technology platforms

QUALIFICATIONS:

• High school diploma or the equivalent
• One year of experience in clerical secretarial or administrative work OR an equivalent combination of experience and education from which comparable knowledge skills and abilities have been achieved
• Strong organizational time management communication and computer skills are required. Demonstrated ability to lead and collaborate with a variety of stakeholders
• Ability to work evenings and weekends as required by athletic and event schedules

PHYSICAL REQUIREMENTS:

Regularly required to sit stand walk talk hear operate a computer and other equipment reach with hands and arms and must occasionally lift and/or move up to 25 pounds.

WHO ARE WE

Hamilton Community Schools is a rural district in West Michigan located south of Holland and east of Saugatuck. Our well-maintained district includes one preschool learning center (Sandyview) three elementary schools (Bentheim Blue Star and Hamilton Elementary) one middle school one high school and the Hamilton Virtual School. Despite covering a large area of 135 square miles Hamilton retains a small-town feel.

As one of the 18 member public school districts within the Ottawa Intermediate School District (OAISD) Hamilton Community Schools employs 400 staff members and serves over 2400 full-time students along with 1100 non-public students across various programs and formats. Renowned throughout the state our district is celebrated for balancing a small-town atmosphere with educational innovation catering to the needs of every learner. With a strong focus on K-12 academics work-based learning athletics and the arts Hamilton is a destination district. WE are HAWKEYES!

APPLICATION PROCEDURES:

• Submit an application cover letter and resume using the online application system
• Any questions can be sent to Dr. Bradford Lusk at or

EQUAL OPPORTUNITY EMPLOYER

Hamilton Community Schools is an equal opportunity employer and will provide equal employment opportunities to all employees and applicants for employment without regard to race religion sex national origin age color height weight marital status familial status gender sexual orientation gender identity disability or veteran status with applicable state and federal laws.

DISTRIBUTION: Internal / External