Administrative Assistant for Athletics

Description

Mercersburg Academy is a private, college-prep boarding school located in south-central Pennsylvania, about 90 minutes from the Baltimore/Washington DC metro area. The school’s mission and core values guide our vision and direction. At Mercersburg, we value diversity and believe in cultivating a safe community where everyone is encouraged to be their authentic selves.

Job Classification:  

Staff, 12 month, Non-Exempt

Reports To:  

Co-Director of Athletics

Summary

Administrative support position that is part of the professional team that provides support for Mercersburg’s interscholastic athletics programming. This position requires excellent skills in office operations, including a strong aptitude in organizational abilities, professional communication, and public relations. The position also carries an expectation of being able to work independently within the framework of multiple projects while maintaining a positive, highly efficient, and confidential manner.

The Administrative Assistant plays a key role in the management of the administrative operations in the athletic department, serving as a central figure in coordinating logistics and operations, communicating with various constituencies, and executing the various events and ceremonies that encompass the three athletic seasons.  

The Administrative Assistant also manages vital data, keeping the Athletics database updated with results, awards, and other key information. In addition, the Administrative Assistant supports the Co-Directors of Athletics and the athletics department in project work, particularly during the summer months.

This position is expected to adhere to athletic department and school policies and expectations for conduct, training, and job performance. 

Responsibilities and Duties

• Coordinate office operations
  • Serve as the central communications connection within the department, maintain office supplies and office equipment, and facilitate distribution of mail and other deliveries. 
• Provide direct assistance and support to the Director of Athletics
  • Support the Director(s) in his or her various areas of responsibility, including, but not limited to, coordinating appointment schedules, providing typical administrative professional services, and facilitating travel and meeting/event arrangements.  
• Assist the athletics department in managing the logistics of events and competitions that Mercersburg travels to each season, including event registrations, transportation, meals, and hotel reservations. 
• Assist the athletics department in managing the logistics of events that Mercersburg Athletics hosts, including welcoming visiting teams and arrangements for officials, invitations and confirmations, registrations, programs, and oversight of event materials/equipment.  
• Maintain department financial accounts and tracking of those accounts
  • Process invoices, place orders, manage budget tracking of expenditures and revenue. 
• Manage data input in the Veracross database system
  • Collect and input data related to rosters, attendance, scheduling, results, awards, and records. 
• Manage the continuing update and management of the athletic department archives and exhibits. 
• Prepare and execute the Athletic Awards ceremonies at the end of each season. 
• Assist in managing the logistics of athletic spring break travel events, including processing enrollments, payments, and travel arrangements. 

Physical Demands:  

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. 

• Environment: Work is performed in both indoor/office and outdoor environments.
• Physical: Primary functions require sufficient physical ability and mobility to climb, balance, stoop, kneel, crouch, crawl, reach, stand, walk, push, pull, lift, using repetitive motions; may frequently lift up 20 lbs. or up to 10 pounds constantly and occasionally up to 50 lbs.; to travel in all modes of transportation; sufficient manual dexterity and eye-hand coordination to grasp, finger, and feel.  
• Vision: Required to have visual acuity, with or without correction, to be able to see close activities such as viewing a computer terminal, distance and focus to operate motor vehicles. 
• Auditory: Must be able to express or exchange ideas by means of the spoken word. Must be able to talk and hear by telephone and in person. 

Mercersburg Academy offers a competitive Total Compensation package with perks:

• Healthcare (medical, dental, vision, prescription drugs)
• Health Savings Account Employer Contributions
• Paid Life Insurance, Short-term Disability, and Long-term Disability
• Education Assistance
• 401(k) Retirement Savings Plan, employer match contributions of 11% to a minimum 5% employee contribution.
• Paid Time Off
• Holiday pay, 4 observed holidays, plus week of Christmas Eve through New Year’s Day
• Half-day Fridays during summer break
• One meal offered during shift

Requirements

• High school graduate; associate’s degree in business preferred or a minimum of three year’s administrative office experience
• Strong proficiency in Mac platform and Google’s G-Suite 
• A valid driver’s license