Athletic Administrative Assistant

ATHLETIC ADMINISTRATIVE ASSISTANT

REPORTS TO: Athletic Director

REQUIRED QUALIFICATIONS

• Demonstrated ability to work collaboratively as a member of a team.
• Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Forms, and Drive).
• Experience using Windows-based computers and Apple iPads.
• Ability to learn and effectively utilize athletic management and event software platforms, including Eventlink, FinalForms, MyIHSAA, and DJ Micd Up.
• Strong verbal, written, and interpersonal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Demonstrated attention to detail and accuracy, with the ability to maintain confidential and accurate records in a fast-paced environment.
• Excellent customer service skills.
• Ability to work effectively with diverse populations and stakeholders.
• Commitment to professional growth and continuous improvement.

POSITION RESPONSIBILITIES

• Serve as the primary administrative support professional for the Athletic Department.
• Provide exceptional customer service by answering phones, greeting visitors, and responding to inquiries from students, parents, staff, officials, and community members.
• Coordinate athletic schedules, transportation, officials, event workers, opponents, and facility usage.
• Maintain athletic schedules and event information within Eventlink, district calendars, and other department platforms.
• Process IHSAA tournament entries, reports, eligibility records, and postseason documentation through MyIHSAA.
• Support athletic department communications by distributing schedules, event information, and updates to coaches, schools, officials, and stakeholders.
• Assist with monitoring student-athlete eligibility and compliance with district and IHSAA requirements.
• Support collection and tracking of athletic participation documents through FinalForms and other compliance systems.
• Coordinate athletic event operations, including staffing, scheduling, and event preparation.
• Coordinate concession inventory, ordering, staffing, and operational readiness for athletic events.
• Order, organize, and maintain athletic awards, recognition materials, programs, and department publications.
• Maintain accurate team rosters and athletic records.
• Support hiring processes, onboarding requirements, and training record maintenance for athletic department personnel.
• Track event worker assignments, hours worked, and payment documentation.
• Assist with department purchasing, inventory management, and record keeping.
• Maintain accurate electronic records and databases using district-approved software platforms.
• Perform other duties as assigned by the Athletic Director.

Work Schedule: 215 days

Educational Requirements: High School Diploma or Equivalency

Physical Requirements:

1. Seldom = Less than 25 % 2. Occasional = 26 to 50 %

2. Often = 51 to 75 % 4. Very Frequent = 76 % & above

• Ability to stand for extended periods of time. (2)
• Ability to lift 25 lbs. (2)
• Ability to carry 25 lbs. (2)
• Ability to work at a desk, conference table or in meetings of various configurations. (4)
• Ability to hear and understand speech at normal levels. (4)
• Ability to communicate so others will be able to clearly understand a normal conversation. (4)
• Ability to reach in all directions. (4)

Reasonable Accommodation: The District will comply with all legal requirements relating to reasonable accommodation for employees and job applicants.