Athletics Administrative Assistant

BENTON HARBOR AREA SCHOOLS

JOB DESCRIPTION

JOB TITLE: Athletics Administrative Assistant

SUPERVISOR: Athletic Director

LOCATION: Benton Harbor High School

JOB SUMMARY: The Athletics Administrative Assistant will be counted on to provide administrative support to the Athletic Director and coaching staff, and will act as a liaison to the faculty, staff, students, parents, members of the athletic booster club, alumni, and the greater Benton Harbor community.

The successful Athletics Administrative Assistant will possess high energy, a “can-do” attitude, and the ability to keep everything in perspective no matter how crazy the day (most likely the afternoon) can get. While the Director of Athletics is a full-time employee, most of the coaching staff are not. Coaches will often have a very short window of time before practice or games to get things done, and will count on the Athletic Assistant to help them communicate with faculty, staff, students, and parents, complete time-sensitive documents, maintain confidential information, and keep records for future use. The Athletics Administrative Assistant must be able to balance multiple projects and change priorities during stressful situations without losing focus.

Important to the position is the ability to maintain confidential information. Many times the Athletic Assistant will be the first person someone meets when visiting the athletic department. The Athletics Administrative Assistant must understand the importance of providing a positive first impression and demonstrating a strong commitment to excellent customer service.

MINIMUM QUALIFICATIONS:

• Associate's degree
• Two (2) years of experience in an athletic department setting, high-demand office environment; or an equivalent combination of education, training, and experience.
• Familiarity with the “language of sports”
• Effective interpersonal and written communication skills.
• A high degree of judgment, discretion, and confidentiality.
• Ability to successfully communicate at all levels of the organization
• Demonstrated experience working collaboratively with senior-level decision-makers
• Strong attention to detail and accuracy, excellent organizational skills with the ability to prioritize, coordinate, and simultaneously maintain multiple projects with a high level of quality and productivity
• Most be willing to work different schedules depending on the needs in the athletic department
• Ability to think strategically and execute tactically and tactfully
• Proficient computer skills in all Microsoft Office suites and Google Suites as well as multiple platforms relevant to education, i.e. PowerSchool
• Must possess a valid Driver's License
• Proven ability to meet the challenges of an urban school district

PREFERRED QUALIFICATIONS:

• Bachelor's degree in education, communications, business administration, or related field
• High School or College coaching experience
• Four (4) years of experience in an athletic department setting, high-demand office environment; or an equivalent combination of education, training, and experience.

JOB FUNCTIONS AND RESPONSIBILITIES:

• Assisting the athletic director with tracking the athletic department budget
• Completing purchase orders for signature
• Assisting the athletic director with Michigan High School Athletic Association (MHSAA) and conference athletic eligibility forms
• Maintaining the athletic department master schedule of all home and away events and coordinating the schedule with the district's master schedule.
• Scheduling event management personnel (box office, ticket takers, concession stand personnel, scorekeepers, clock operators, etc.)
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.)
• Assisting the coaching staff with coordinating road trips including, transportation, hotel reservations, meals, etc.
• Providing support to the athletic director and coaching staff during tournament time – timely submission of tournament entry fees and paperwork
• Assisting the medical staff with medical clearance forms for the athletes
• Scheduling game officials and ensuring they are paid on time
• Assisting the athletic director and coaching staff with reporting event scores
• Assisting the athletic director and coaching staff with the completion of required entry forms and associate fees
• Assisting the athletic director with maintaining the athletic department’s pages on the district's Website including, posting team rosters, revising schedules, posting ticket prices, etc.
• Assisting the coaching staff with the allocation of uniforms and equipment before the season, and the inventory of same at the conclusion of each season
• Coordinating with our faculty and staff “early dismissals” for students needing to leave school early to attend athletic events
• Ensuring that accident reports are completed and directed to appropriate personnel within the school
• Ordering academic awards and varsity letters
• Assisting the athletic director by attending and keeping written records of meetings (athletic booster club, pre-season team, and parent meetings, etc.)
• Assisting the athletic director, coaching staff, Booster Club, etc. with major events such as the athletic awards dinner, preseason media days, and Homecoming event
• Maintains absolute confidentiality of work-related issues, student-athlete records, and District information.
• Supports the relationship between the Benton Harbor Area Schools and the general public by demonstrating courteous and cooperative behavior when interacting with clients, visitors, and District staff.
• Performs other related duties as assigned by the Superintendent or designee

KNOWLEDGE, SKILLS AND ABILITIES:

• Focus on Data-Driven Results: Pursues the improvement of central office performance and school leadership and operations
• Innovative Problem-Solving: Approaches work with a sense of possibility and sees challenges as opportunities for creative problem-solving; takes the initiative to explore issues and find potential innovative solutions.
• Adaptability: Excels in constantly changing environments and adapts flexibly in shifting projects or priorities to meet the needs of a dynamic transformation effort; comfortable with ambiguity and non-routine situations.
• Teamwork: Increases the effectiveness of surrounding teams through collaboration, constant learning, and supporting others; sensitive to diversity in all its forms; respects and is committed to learning from others.
• Communication and Customer Service Skills: Communicates clearly and compellingly with diverse stakeholders in both oral and written forms; anticipates and responds to customer needs in a high-quality and courteous manner.

TERMS OF EMPLOYMENT:

This is a 260-day position (e.g 7/1/2026 - 06/30/2027)

Salary: $37,000 - $43,000

Salary based on education and experience pursuant to the Benton Harbor Area School Board policies and collective bargaining agreement for any position that falls under collective bargaining.

EVALUATION:

The performance of this job will be evaluated by the Athletic Director.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, walk, sit, talk, and hear. Specific vision abilities required by this job include close vision, distance vision, and depth perception. The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned. Job descriptions are not intended as and do not create employment contracts

Benton Harbor Area Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination based on race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.