WSH Administrative Assistant to the High School Athletic Director 8.0 hrsday

Location: West Senior High School

Approximate Start Date: June 1 2026

JOB DESCRIPTION

Administrative Assistant to the Athletic Director

CLASSIFICATION: TCCAPSA VI
Status: School-Year Full-Time (Hourly Non-Exempt)

Contract Days: 196 days 9 holidays

Grade Levels: 9-12

Reports to: High School Athletic Director

General Summary

The Administrative Assistant to the Athletic Director assists the Athletic Director in administering all interscholastic policies and procedures working within the confines and by-laws of the MHSAA and the school district. This role serves as the primary communication and logistical hub for the department ensuring student eligibility financial accuracy and smooth athletic event execution.

Essential Duties and Responsibilities

I. Scheduling Transportation & Athletic Event Operations

• Maintains and updates the Master Athletics Calendar for practices games and facility use.
• Updates interscholastic game schedules by mailing and receiving contracts; contacts opposing schools to confirm game details travel needs and locations.
• Schedules and confirms game officials and auxiliary game workers (scorekeepers clock operators ticket takers etc.).
• Coordinates schedules and tracks logistics for team transportation; prepares bus/van requests and processes related billing/invoices.
• Manages game-day details including locker room assignments scoreboard operation and supervision of gate staff.
• Prepares banquets and recognition programs including communicating with vendors and ordering trophies/awards.

II. Student Records & Eligibility

• Checks and runs periodic academic eligibility reports for athletes.
• Tracks physical cards medical history and student health care plans; manages digital platforms for participation forms.
• Prepares and maintains up-to-date rosters for all levels; submits MHSAA Master Eligibility forms and entry fees for state tournaments.
• Prepares pre-excuse lists and enters school-sponsored absences into the computer system.

III. Budget Finance & Inventory

• Counts and deposits gate receipts booster funds and entry fees.
• Handles purchase orders (POs) purchase cards (P-cards) and Booster accounts payables; reconciles credit card statements against department budgets.
• Tracks inventory for uniforms and equipment; orders office supplies and team apparel.
• Coordinates with facility managers and custodial staff for facility needs and processes work orders for repairs for athletic events.

IV. Personnel & Communications

• Works with Human Resources to facilitate onboarding of coaches confirm background check process of volunteer coaches and tracks required certifications for coaches.
• Assists with the drafting and sending of departmental correspondence.
• Serves as the primary liaison for phone calls and emails; updates the athletic website and social media with schedules scores and news.
• Distributes mail received by the athletic office.
• Performs other duties as assigned.

Knowledge Skills and Abilities Required:

1. High School Diploma or GED required.
2. College degree and/or previous relevant work experience preferred.
3. Advanced knowledge of computers and technology including but not limited to Google Suites.
4. Excellent organizational skills with emphasis on details and time management.
5. Excellent public relations skills.
6. Knowledge of math and accounting principles.
7. Analytical ability necessary to gather and interpret data.
8. Demonstrates proficiency in spelling grammar and information technologies.
9. Dependable reliable and protective of sensitive/confidential information.

Knowledge Skills and Abilities Preferred:

1. CPR and first aid preferred.

Physical and Mental Requirements:

1. Must be able to report on a regular and consistent basis consistent with established work calendar for position.
2. Maintain consistent and punctual attendance.
3. Duties include frequent walking and physical activity as well as use of hands and arms for signaling and light lifting/carrying. Must have the ability to move about the classroom/building and school property including bending pushing/pulling lifting twisting climbing stooping or crouching to complete work-related tasks with and without students.
4. The ability to listen and effectively orally communicate information and ideas to a diverse population.
5. Ability to effectively discern information and formulate appropriate action(s).
6. Ability to critically think and provide appropriate solutions.
7. Ability to work effectively and efficiently.

Environmental Conditions:

Incumbents work in indoor environments with moderate to loud noise levels. Duties may be completed in cold and hot temperatures including work on slippery and/or uneven surfaces. Work environment includes working around students school equipment and office equipment.

Work Schedules:

Must be available to report consistent with the positions established work day calendar which may include work days during school recess periods including summer and winter/spring breaks.

Background Checks:

The individual selected for this position will be required to pass a criminal history background check.

Required Experience:

IC