Athletic Secretary

Portland Public Schools: Athletic Secretary

Portland Public Schools is seeking a highly organized detail-oriented and professional Athletic Secretary to support the daily operations of the Portland Public Schools Athletic Department. The Athletic Secretary provides administrative and clerical support to the Athletic Director and serves as an important point of contact for coaches student-athletes families staff officials visiting schools and community members.

This position is ideal for an individual who thrives in a fast-paced environment demonstrates excellent communication and organizational skills and can effectively manage multiple priorities associated with a comprehensive middle school and high school athletic program.

Responsibilities:

• Provide administrative and clerical support to the Athletic Director and Athletic Department.
• Serve as a point of contact for coaches student-athletes families officials visiting schools and community members.
• Answer phone calls emails and inquiries related to athletic programs schedules events and department procedures in a courteous and professional manner.
• Maintain accurate athletic records files rosters eligibility documentation and other required records.
• Assist with student-athlete registration and ensure required athletic forms and documentation are received and maintained.
• Assist with monitoring student-athlete eligibility and communicate with coaches administrators students and families as appropriate.
• Coordinate and maintain athletic schedules including practices contests facility use transportation officials and event changes.
• Communicate schedule changes cancellations and other athletic information to coaches families officials transportation opposing schools and other appropriate parties.
• Assist with coordinating athletic transportation and communicate transportation needs and changes.
• Assist with scheduling and confirming officials game workers and other personnel needed for athletic events.
• Coordinate with coaches regarding team rosters schedules transportation equipment needs and other administrative requirements.
• Assist with athletic event preparation including ticketing game workers officials facility needs and visiting-team information.
• Prepare correspondence reports schedules forms announcements and other Athletic Department communications.
• Assist with maintaining and updating athletic calendars websites social media and other communication platforms as assigned.
• Process Athletic Department purchase orders invoices reimbursements deposits and other financial documentation in accordance with district procedures.
• Assist with tracking athletic department expenditures budgets gate receipts and other financial records.
• Maintain coach and volunteer documentation including required certifications background checks and other district or MHSAA requirements.
• Assist with the collection and maintenance of coaching contracts supplemental assignments and other personnel-related documentation.
• Assist with athletic awards banquets tournaments special events and postseason activities.
• Maintain inventory and records related to athletic supplies equipment keys and other department resources as assigned.
• Maintain confidentiality of sensitive student personnel and district information.
• Provide support during high-volume athletic seasons and assist with resolving scheduling or operational issues as they arise.
• Perform other duties as assigned by the Athletic Director or district administration.

Note: This is not necessarily an exhaustive or all-inclusive list of responsibilities skills duties requirements efforts functions or working conditions associated with the job. The school district may add to modify or delete any aspect of this job (or the position itself) at any time as it deems advisable.

The desired candidate would possess the following attributes:

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.

• High school diploma or equivalent (Associate degree preferred).
• Proven administrative or office experience preferably in a school or education setting.
• Proficiency in Microsoft Office Suite (Word Excel Outlook) and/or Google Workspace.
• Strong communication interpersonal and organizational skills.
• Ability to multitask prioritize and work effectively in a busy school environment.
• Knowledge of student information systems (SIS) or other data management systems preferred.
• Demonstrated ability to maintain confidentiality and professionalism at all times.
• Experience working with students parents and staff in an educational setting.
• Familiarity with MHSAA rules and regulations.
• Problem-solving and critical thinking skills with attention to detail.
• Ability to remain calm and effective under pressure.

Position Details:

• Title: Athletic Secretary
• Reports to: Extra Curricular Coordinator/ Athletic Director
• Calendar: Year round Full time
• Compensation: In accordance with PESPA contract. Benefits include paid leave: Paid Leave and Vacation Paid Holidays Retirement and Health Insurance
• Posting date: August 20 2026
• Application deadline: September 4 2026

Application Process:

Applicants for the position shall submit the following via of interest detailing the manner in which the candidate meets the qualifications and desired attributes for the position.

Questions about the position or the district can be sent to Jason Haid Extra Curricular Coordinator at or

No person applying for employment at Portland Public Schools shall on the basis of race color national origin sex (including sexual orientation and transgender identity) disability age religion height weight marital or family status military status ancestry genetic information or any other legally protected category (collectively Protected Classes) in its programs and activities including employment opportunities. We are an equal opportunity employer.