ADMINISTRATIVE ASSISTANT to the Athletic Director

The Administrative Assistant provides comprehensive administrative support to the Athletic Director and ensures the efficient daily operation of the Athletics Department. This role serves as a primary liaison between the department and faculty, staff, students, parents, and the community. The ideal candidate is organized, detail-oriented, and capable of managing multiple priorities, including event coordination, budget monitoring, and student-athlete compliance.

Administrative Support

• Manage the Athletic Director’s calendar and schedule meetings.
• Enter and change game schedules into CougarNet, post scores, and maintain essential records (rosters, eligibility, compliance).
• Organize files, keep records of paperwork (providing copies to trainers and coaches), and track physical expirations.
• Handles all accidents and injuries in accordance with school policies, applicable laws and regulations, including reporting and documentation requirements
• Schedule all sports teams for pictures (including senior banners) and work with BPA/CougarNation on events.

• Manage student eligibility with GIAA and print certificates as needed.

Event Coordination

• Communicate with opposing teams, officials, and transportation regarding logistics.
• Schedule security, concessions, and gate workers for events (covering gates when necessary). Schedule ambulance/EMS for all home football games.

• Oversee venue preparation for athletic events.

Budget & Inventory Management

• Monitor the athletic budget (Purchase Orders and invoices) and process all accounts payable/receivable, including ordering and reconciling credit card charges.
• Manage individual teams’ finances (budget and reimbursables) and communicate with coaches and team moms regarding spending.
• Manage student/player accounts for athletic fees.

• Maintain inventory of equipment, uniforms, and supplies; coordinate repairs and replacements.

Communication & Public Relations

• Serve as the liaison between athletics and stakeholders.
• Respond to inquiries and resolve issues professionally.

• Cultivate and maintain relationships with local media sources to provide information regarding athletic events and notable achievements.

Student-Athlete & Department Support

• Track student eligibility, communicate with coaches, and organize awards ceremonies, banquets, and recognition events.

• Assist the AD with the development of interscholastic schedules, coordination of transportation, and coordination of support personnel (game management, ticket sales, security).

Athletic Coaching

• Instruct athletes in the fundamental skills, strategies, and physical training necessary for individual and team success.
• Provides leadership and mentorship, fostering a culture of good sportsmanship, self-discipline, and academic accountability among student-athletes.
• Manage all aspects of a team, including but not limited to rosters, scheduling, budgets, meetings, practices, transportation, equipment inventory, communications, and safety regulations.

Education: High School Diploma or GED required; Associate’s or Bachelor’s degree preferred. Previous experience in an administrative assistant role, preferably in an educational or athletic setting.

Additional Skills/Abilities:

• Proficiency in Google Workspace (Docs, Sheets, Drive) and Microsoft Office. Familiarity with athletic scheduling software (e.g., CougarNet) is a plus.
• Strong verbal and written communication skills with the ability to interact professionally with students, parents, and staff.Ability to multitask and prioritize conflicting deadlines in a fast-paced environment.

• Ability to handle sensitive student and staff information with discretion.

Monday - Friday, 7:30 AM - 4:00 PM. Willingness to work irregular hours, including some evenings and weekends, to support athletic events.