CYO & AIAL Athletic Assistant St. Gerard Education & Athletic Center

Position Title: CYO & AIAL Athletic Assistant

Department: Archdiocesan Athletics/ St. Gerard Education & Athletic Center

FLSA Status: Exempt/Full-Time (37.5 hours/week)

Reports to: Executive Director St. Gerard Education & Athletic Center; Superintendent of Catholic Schools DCS

Workdays & Working Hours: Monday-Friday (some weekends)

*Full-time Benefits may include: Paid Holidays/Holy Days 403b Retirement 401 (a) Pension Plan Medical Dental Vision Life Employee Assistance Program Short-term/Long-term Disability. *Benefits may vary based on employment status and location.

Position Summary

The CYO & AIAL Athletic Assistant is responsible for the leadership administration and coordination of youth and middle school athletic programs within the Archdiocese of San Antonio. This role ensures that CYO and AIAL programs operate in alignment with Catholic values league policies and high standards of sportsmanship safety and professionalism. The position supports the overall mission of forming young athletes in faith character teamwork and integrity while ensuring efficient operations compliance and communication across schools and parishes.

I. Education & Experience

• Bachelors degree required
• Minimum 5-10 years of experience in athletics administration coaching or youth sports leadership
• Experience working in Catholic private or educational athletic settings preferred

II. Mission Faith & Catholic Identity

• Supports and upholds the philosophy of Catholic education
• Adheres to Catholic teachings and Archdiocesan Religious Standards
• Promotes Catholic values within athleticssportsmanship respect humility teamwork and integrity- build on faith formation within athletics

III. Professional Conduct

• Demonstrates high level of professionalism in demeanor communication and decision-making
• Maintains confidentiality and ethical conduct
• Participates in required professional development

IV. Program Administration & Oversight

• Registration Compliance & Documentation
  • Ensures compliance with parish/school registration requirements
  • Maintains organized and accurate registration documents & rosters
  • Manages SportsPilot on-line registration system
• Manage City Commitments regular season scheduling Zone playoffs and the City tournament
  • Oversees Zone & City commitments
  • Summer Basketball & Jr. Sports League
  • Oversees athlete registration eligibility verification rosters waivers and medical documentation
  • Supports championships playoffs ceremonies and special athletic events.
  • Maintains inventory and orders equipment/uniforms
• Updates and manage the CYO website
• Ensures implementation of CYO Policies & Procedures and Sports Rules
• Updates athletic handbooks annually
• Manages NISD gym contracts; secure practice facilities
• Works with Zones to gather information and distribute contracts
• Knowledge of youth middle school governance (CYO AIAL NFHS TAPPS)

V. Financial Processing & Budget Oversight

• Prepares budgets and allocates spending for equipment facilities
• Prepares and submits annual CYO budget; track all income and expenses
• Confirms and reports Zone financials to Zone board members
• Prepares and completes all CYO invoicing; deposits
• Monitors expenses officiating costs equipment needs facility rentals and event revenues
• Coordinates officials and umpires for games and budgets for their pay
• Allocates funds responsibly

VI. Safety Compliance & Risk Management

• Ensures background checks and child-safety compliance
  • Ensure adherence to Archdiocesan child-protection protocols background checks and safeguarding policies
• Implements safety protocols and guidelines
  • Maintains current knowledge of athletic safety standards
  • Implement emergency action plans injury protocols weather guidelines and safety procedures. (heat winter and lightning protocols)
• Attends and supervises athletic competitions
• Works with parish and school leadership to ensure safe functional and well-maintained athletic environments
• Investigates and document incidents including ejections misconduct safety hazards or eligibility violations - Recommend corrective actions discipline or remediation when needed

VII. Facility Management

• Assists with AIAL events as needed
• Assists with meeting and event setups/breakdowns at SGEAC
• Assists with summer camps at SGEAC
• Assists with facility operations: Maintenance mowing lining fields etc

VIII. Communication & Collaboration

• Manages and implement the CYO policies and procedures and CYO sports rules
• Works with Archdiocese departments with pertinent CYO concerns and business
• Works with CYO partners
  • Fosters partnerships
  • Develops sponsorships
  • Promotes community involvement and cross-marketing opportunities
• Coordinates St. Marys University Summer Basketball Camp for CYO
• Serves as City Cheer Coordinator - work with Zone Cheer Commissioners to facilitate annual cheer showcase
• Represents the Archdiocese at athletic events meetings and community engagements
• Effectively communicates clearly with coaches and staff
• Responds to messages in a timely manner

IX. Leadership

• Provides strong leadership to all Zone Presidents Zone Athletic Directors Parish/School Presidents and coaches
  • Conducts preseason and postseason coach meetings
  • Provides training and clear expectations for coaches-orientations rule clarification and professional development.
  • Addresses coach concerns or misconduct promptly
• Coordinates Executive Council Meetings and Rule Committee Meetings as needed
  • Communicates efficiently by preparing and distributing schedules memos updates disciplinary notices and rule changes.
  • Facilitates monthly or seasonal meetings with athletic directors principals and CYO coordinators.
• Promotes faith-based leadership positive communication and athlete-centered coaching practices.
• Manages coaches certification process and certified coach list
• Supports camps clinics leadership development and training opportunities for athletes and coaches

X. Conflict Resolution & Problem-Solving

• Handles concerns professionally
• Mediates disputes fairly
• Makes consistent policy-based decisions
• Demonstrates sound judgment in difficult situations

License & Credentials

• Reliable transportation
• Valid drivers license and current insurance

Working Conditions

• Office environment located at St. Gerard Education & Athletic Center.
• Frequent travel to parishes schools and athletic facilities within the Archdiocese.
• Regular evening and weekend work required for games tournaments and events.
• Fast-paced environment with high responsibility for safety supervision and compliance.
• Other duties as assigned

Physical Requirements

• Ability to lift up to 25 lbs (equipment supplies).
• Ability to stand walk and move around athletic facilities for long periods.
• Ability to respond quickly to emergencies or incidents at athletic events.

Application Process

Interested candidates should submit:

• Cover letter
• Resume
• Three professional references
• Any relevant coaching or athletic certifications

This is not necessarily an exhaustive list of all responsibilities skills duties or working conditions associated with the job. While this is intended to be an accurate reflection of the current job management reserves the right to revise as needed.

The Archdiocese of San Antonio is an Equal Opportunity Employer.