7-12 Athletic/Activities Administrative Assistant

7-12 Athletic/Activities Administrative Assistant 

Position Purpose 
To provide comprehensive administrative and operational support to the Athletic/Activities Department, ensuring efficient coordination of athletic and extracurricular programs while fostering clear communication between students, staff, families, and community partners.

Essential Functions 

• Provide daily administrative support to the Athletic/Activities Director and department staff
• Coordinate scheduling, calendars, and logistics for athletic and extracurricular events
• Serve as a primary communication hub for coaches, students, parents, officials, and visiting schools
• Prepare, distribute, and maintain accurate correspondence, announcements, and activity-related information
• Assist with game day and event operations including setup needs, staffing coordination, and issue resolution
• Maintain accurate records related to participation, eligibility, and activity documentation
• Support registration processes, forms collection, and compliance tracking requirements
• Manage purchase orders, invoices, and other financial documentation in coordination with district procedures
• Update and maintain websites, social media platforms, and communication tools as directed
• Answer phones, greet visitors, and provide general front office support as needed
• Ensure accuracy, confidentiality, and organization of department records and information
• Collaborate with coaches and staff to support smooth execution of activities programs
• Perform other duties as assigned to support the Activities Department

Additional Duties 
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school. 
                Note:  The above description is illustrative of tasks and responsibilities.  It is not meant to be all inclusive of every task or responsibility. 

Equipment 
Uses standard office equipment such as personal computer, copy machine, telephone. 

Travel Requirements 
Limited travel to and from meetings may be required. 

Knowledge, Skills and Abilities 

• General understanding of school operations, athletics, and/or activities programs
• Familiarity with administrative procedures, recordkeeping, and office systems
• Basic understanding of budgeting, purchasing, and financial documentation processes (preferred)
• Knowledge of customer service principles and effective communication practices
• Strong written and verbal communication skills
• Excellent organizational skills with the ability to manage multiple priorities and deadlines
• Proficiency in Google Workspace and/or Microsoft Office applications
• Ability to accurately maintain records, data, and documentation systems
• Strong problem-solving skills and attention to detail
• Ability to learn and adapt to district-specific software and platforms
• Strong interpersonal skills for working with students, staff, parents, and the public
• Ability to work independently while also contributing to a team environment
• Ability to remain calm and effective in fast-paced or high-traffic situations (event days)
• Ability to handle confidential information with discretion and professionalism
• Ability to communicate effectively with a wide range of stakeholders
• Ability to organize and coordinate multiple events and responsibilities simultaneously
• Ability to support evening and occasional weekend activities as needed
• Ability to represent the Activities Department in a positive and professional manner

Physical and Mental Demands, Work Hazards 

Works in standard office and school building environments. 

• Primarily sedentary office work with frequent periods of sitting, standing, and walking
• Regular use of computers, phones, and other standard office equipment
• Occasional lifting, carrying, or moving items such as office supplies, boxes, or event materials (typically up to 25 lbs)
• Ability to move throughout school facilities and activity venues as needed, including occasional stairs or outdoor environments
• Extended periods of time working at events that may require standing or walking for long durations
• Ability to manage multiple priorities, deadlines, and interruptions in a fast-paced environment
• Frequent decision-making and problem-solving under time constraints, particularly during events
• Strong attention to detail required for scheduling, eligibility, and compliance-related tasks
• Ability to maintain focus and accuracy while handling high-volume communication and public interaction
• Ability to remain professional and composed in high-pressure or high-traffic situations
• Work is performed in a typical school office setting with frequent exposure to public interaction
• Regular attendance at athletic and extracurricular events, including evenings and occasional weekends
• Exposure to varying weather conditions when supporting outdoor events
• Minimal exposure to physical hazards; however, occasional crowded event conditions may occur
• Fast-paced environment during peak activity seasons (fall and spring), requiring flexibility and adaptability

Qualifications:

1. High school diploma or equivalent; associate or bachelor's degree preferred.
2. Previous experience in athletic administration or a related field is desirable.
3. Strong organizational skills with attention to detail and accuracy.
4. Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders.
5. Familiarity with sports management software (e.g., Hudl, MatBoss) is a plus.
6. Knowledge of high school athletics rules and regulations, or willingness to learn.
7. Ability to multitask, prioritize workload, and work effectively in a fast-paced environment.
8. Flexibility to work evenings, and weekends, and attend occasional off-site events as required.
 

Contract Term: 260 days (Full-Time, Annual Contract) 
Compensation: $14.00/hour minimum. (Higher starting wage possible based on experience)

Benefits & Leave: 

• Iowa Public Employees Retirement System (IPERS)
• Employer-paid individual health/major medical insurance plan including Prescription Drug (RX) Coverage
• Employer-paid long-term disability insurance
• Employer-paid group life insurance
• Employer contribution to dental insurance
• Flexible spending account (American Fidelity)
• Dependent care account (American Fidelity)
• Paid personal illness, vacation and personal business days as outlined in Board Policy.
• Voluntary Benefits, including
  • Delta Dental
  • Delta Vision
  • American Fidelity
  • AFLAC
• 403b/Tax Sheltered Annuities with the State of Iowa Retirement Investor's Club (RIC)
• Salary direct deposits

• Smoke-free buildings and grounds

   

FLSA Status:       Non-exempt