Activities Department Secretary

POSITION TITLE:
Activities Director Assistant
 

DESIRED QUALIFICATIONS:
? Familiar with athletic and performing arts events
? Experience and competence in bookkeeping procedures
? Graphic design and social media management preferred
? Training in sports management and/or a related field is preferred
 

REPORTS TO:
Activities Director 

BASIC JOB DESCRIPTION:
The Activities Director Assistant will assist in the execution of all tasks specifically assigned to the
Activities Director. The assistant will prepare and complete all required reports, manage bookkeeping
efforts, coordinate all social media/graphics efforts, design, print and document all department
certificates and awards and all other related activities assigned to the assistant by the Activities Director.

Performance Responsibilities:

• Coordinate all social media and parent correspondence with relation to all HS activities.
• Design, produce and print all event programs for all HS home activities.
• Monitor required physical and concussion forms for athletic participation for each activity via Bound.
• Input season data in Bound to record and maintain accurate participation numbers and award tracking.
• Assist in the preparation of IHSAA and IGHSAU reports/correspondence.
• Assist in the preparation of requested end-of-year report for activities.
• Accurate electronic data input of student participation in athletic and extra-curricular activities.
• Create and print all award certificates for related student activities.
• Assist/Supervise student workers/interns and daily tasks/responsibilities.
• Assist in bookkeeping and security of all assigned fundraising and ticket sales.
• Track ineligibility for students.
• Prepare senior night scripts.
• Assist in all special events sponsored by the activities department.
• Communication with coaches/sponsors regarding student paperwork and ineligibilities.
• Design and coordinate state shirt orders for all athletics/performing arts.
• Prepare and submit all deposits and requests for payment.
• Maintain accounts receivable/payable records for each fiscal year
• Assist all coaches with appropriate correspondence.
• Assist in the monitoring and replacement of inventories for lettering system (chenille letters/pins).
• Assist in communication with the local/state media and upkeep of activities website.
• Work all home track meets and other events as needed.  
• Assist in the record keeping, ordering and organization of the lettering system via Bound.
• Assist in the record keeping, ordering and upkeep of activity records boards/banners.
• Any other related duties or activities which may be required or deemed necessary by the Activities Director/HS Principal.

PHYSICAL DEMANDS/ MENTAL DEMANDS/ ENVIRONMENTAL FACTORS 

• Maintain emotional control under stress
• Frequent district and occasional statewide travel
• Prolonged and irregular hours
• Outdoor and indoor work
• Exposure to sun, cold, inclement weather
• Ability to work with interruptions
• Capable of standing/walking for periods up to 2 to 3 hours
• Tobacco and substance free environment
• Must provide certification of good health prior to employment

TERMS OF EMPLOYMENT

• Wage and work year to be established by Supplemental pay schedule
• Employment per Board Policies and Administrative Rules and Regulations
• Performance evaluated per Board Policy