What are the responsibilities and job description for the Administrative Assistant to the Athletic Director position at Catholic Diocese of Venice?
Job Title: Administrative Assistant to the Athletic Director, Full-time
Reports to: Athletic Director and/or Principal
Location: Bishop Verot Catholic High School | Fort Myers FL
Classification: Hourly/Nonexempt
Overview
The Administrative Assistant to the Athletic Director provides comprehensive administrative and clerical support to the Athletic Director and Athletic Department. This position is responsible for the daily operation of the athletic office, serving as the primary point of contact for student-athletes, parents, coaches, officials, and visitors while ensuring efficient communication, organization, financial processing, and compliance with school and FHSAA requirements.
The Administrative Assistant plays a vital role in supporting the mission of Bishop Verot Athletics by providing exceptional customer service and maintaining an organized, professional, and welcoming athletic office.
Responsibilities
- Answer and direct phone calls, emails, and visitors.
- Maintain the Athletic Director's calendar and meeting schedule.
- Schedule appointments and coaches meetings.
- Prepare agendas, correspondence, reports, and meeting materials.
- Maintain confidential student and personnel records.
- Organize and maintain athletic office files.
- Assist with general office operations and special projects.
- Manage all student-athlete registrations through AthleticClearance.com and Home Campus.
- Review submitted forms for completeness and accuracy.
- Communicate with parents regarding missing documentation.
- Verify required physicals, EL2 forms, EKG screenings, and other eligibility requirements.
- Work with coaches to ensure all athletes are properly cleared before participation.
- Respond to parent and coach inquiries in a professional and timely manner.
- Distribute athletic department communications.
- Assist with athletic newsletters, announcements, and informational emails.
- Update athletic calendars and schedules as directed.
- Prepare and process purchase orders to the business office.
- Submit invoices and check requests to the business office.
- Work closely with the Business Office regarding payments and reimbursements.
- Track departmental purchases. Assist coaches with purchasing procedures.
- Maintain vendor records and financial documentation.
- Coordinate bus and van requests for school and athletic teams.
- Schedule transportation for contests and school events.
- Maintain transportation schedules and records.
- Assist with changes due to weather or schedule adjustments.
- Prepare game contracts and scheduling documents.
- Coordinate facility reservations and practice schedules.
- Assist with tournament and special event planning.
- Assist coaches with administrative needs.
- Maintain coaching certification records.
- Track required certifications and compliance documents.
- Assist with onboarding new coaches.
- Prepare coach packets and department forms.
- Assist families with athletic registration.
- Coordinate athletic award information.
- Assist with senior recognition materials.
- Maintain team rosters and participation records.
- Archive schedules and historical records.
- Order office supplies.
- Maintain athletic forms and publications.
- Assist with inventory records.
- Assist with game-day preparation.
- Prepare pass lists and credentials.
- Assist with tournament administration.
- Coordinate hospitality needs for officials and visiting teams.
- Other duties as assigned.
Qualifications:
- High school diploma required; Associate's Degree preferred.
- Previous administrative or secretarial experience preferred.
- Excellent organizational and time management skills.
- Strong verbal and written communication skills.
- Proficiency with Microsoft Office and Google Workspace.
- Ability to learn athletic management software.
- Ability to handle confidential information with discretion.
- Strong customer service and interpersonal skills.
- Ability to prioritize multiple tasks in a fast-paced environment.
Preferred Experience Experience with:
- AthleticClearance.com
- Google Workspace
- Microsoft Office Suite
- Purchase order processing
- School finance systems
- Scheduling and calendar management