Athletic Department Support Specialist

Job Description

Title: Athletic Department Support Specialist

Reports To: Athletic Director

Employee Type: Full-Time, 12 Month, Salaried, Exempt

Summary

Working under the direction of the Athletic Director and Assistant Athletic Director, the Athletic Department Support Specialist supports the daily operations of the athletics and extracurricular programs; assists with operation and game-day management, field and facility preparation, event oversight, and serving as a liaison with officials, coaches, athletes, and visiting teams. Additional responsibilities include clerical and administrative support, communication coordination, and general office duties. This role requires professionalism, confidentiality, and the ability to work a flexible schedule, including evenings and weekends.

Job Responsibilities

This list is intended to be illustrative rather than complete and serves to show major duties and responsibilities and does not express or imply that these are the only duties to be performed by the employee in this position. The employee will be required to perform other duties requested by the supervisor and/or school administrator.

Event & Facility Operations

• Assist in overseeing, preparing and maintaining athletic fields and facilities for practices, games, and events.
• Serve as on-site event manager for home athletic events.
• Ensure home contests comply with relevant lNFHS, PIAA and BAL regulatory guidelines.
• Assist with facility rentals, setups, and coordination with external users.
• Support transportation logistics and supervise/drive vans to away events as needed.

Administrative & Clerical Support

• Provide office, scheduling, and calendar support to the Athletic Department.
• Process letters, emails, reports, and other communications.
• Assist with maintaining the athletics schedules on the school calendar.
• Assist with team communication platforms (Schoology, TeamSnap, GameChanger).
• Coordinate ordering of equipment, supplies, and materials.
• Schedule coaches’ meetings and prepare agendas.
• Assist with onboarding of external contractors in collaboration with HR, Operations, and Technology.

Communication & Relationship Management

• Serve as a liaison with referees, visiting teams, internal staff, and external partners.
• Triage athletic concerns when the Athletic Director is unavailable.
• Maintain accurate, timely, and professional communication with all stakeholders.
• Build and maintain positive working relationships within the school community.

Professional Expectations

• Maintain confidentiality regarding student, staff, and school information.
• Follow all school policies, codes of conduct, and operating procedures.
• Conducts himself or herself according to professional, ethical principles that reflect favorably upon the individual and the school
• Promotes good citizenship through actions as a role model
• Abides by the CCS Employee Manual and all PA Public School expectations
• Perform related duties as assigned.

Qualifications

• Experience in preparing athletic fields
• Understanding of the rules and strategies of athletic events.
• Ability to work a flexible schedule including nights and weekends.
• Associate’s Degree in a related field preferred.
• One to three years of administrative, operational, or clerical experience preferred; school or athletics experience a plus.
• Strong written and verbal communication skills.
• Effective problem-solving skills and ability to think strategically.
• Demonstrated organizational skills and attention to detail.
• Ability to communicate diplomatically with students, staff, parents, officials, and external partners.
• Proficiency with technology systems and software.
• Valid PA driver’s license and clean driving record.
• CPR/First Aid certification (within 6 months of hire).
• Required Clearances include Criminal Background Clearance (Act 34), Child Abuse Clearance (Act 151), and FBI Fingerprint Clearance (Act 114), all dated within one year of receipt.
• Meets eligibility requirements for employment in a PA public school.

Work Environment and Physical Demands

The mental and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Ability to sit and stand for extended periods of time
• Ability to bend, stoop, climb stairs, and reach overhead
• Ability to occasionally lift and/or move up to 40 pounds
• Noise level in the work environment is usually moderate to loud depending on the specific site

Equal Employment Opportunity / Non-Discrimination Statement

Collegium Charter School is an Equal Opportunity Employer and does not discriminate in its educational programs, activities, or employment practices on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity or expression, disability, age, genetic information, veteran status, or any other legally protected category. This policy is in accordance with applicable federal and state laws, including Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Section 504 of the Rehabilitation Act of 1973, the Americans with Disabilities Act (ADA), and the Pennsylvania Human Relations Act.