Anticipated**Coordinator of Athletics & Athletic Office Operations

Reports To: Athletic Director
Department: Athletics
Location: KHS/MSK
Position Type: Non-Union Exempt

Position Summary

The Coordinator of Athletics & Athletic Office Operations assists the Athletic Director in ensuring the efficient, compliant, and student-centered operation of the RSU 21 Athletic Department. This position supports daily athletic office functions, coordinates athletic programs and events for Kennebunk High School (KHS) and Middle School of the Kennebunks (MSK), manages eligibility and records, assists with financial and personnel operations, and serves as a primary point of contact for students, families, staff, officials, and community members. The Coordinator promotes the mission of RSU 21 by fostering educational athletics that emphasize safety, sportsmanship, inclusion, and student growth.

Job Goals

• Support the mission, vision, and core values of RSU 21.
• Provide equitable opportunities for all students to participate in interscholastic athletics.
• Ensure safe, organized, and efficient athletic operations.
• Promote positive relationships with students, families, staff, and the community.

Qualifications

Required / Preferred

• Associate’s degree with a minimum of three (3) years of administrative assistant experience, or equivalent combination of education and experience.
• Eligibility for State of Maine criminal history record check.
• State of Maine Department of Education Athletic Director Endorsement (preferred or ability to obtain).
• Registered Athletic Administrator (NIAAA) certification (preferred or ability to obtain).

Key Competencies

• Highly organized with strong attention to detail.
• Effective communicator and collaborator.
• Strong customer-service orientation.
• Calm and solution-focused in high-pressure situations.
• Commitment to diversity, equity, and inclusion.
• Maintains knowledge of all computer programs used by the department and RSU 21.

Knowledge, Skills, and Abilities

• Knowledge of interscholastic athletic programs and Maine Principals’ Association (MPA) regulations.
• Strong organizational, communication, and customer-service skills.
• Ability to manage confidential information with discretion.
• Proficiency with office technology, accounting systems, databases, and athletic management platforms.
• Ability to multitask, prioritize independently, and work effectively under pressure.

Essential Duties and Responsibilities

Athletic Program & Event Operations

• Assist with daily operations of the Athletic Department.
• Coordinate middle school athletic programs.
• Coordinate schedules, transportation, facilities, and game-day logistics for KHS and MSK.
• Schedule transportation using SchoolDude (Trip Direct).
• Supervise game workers, ticketing, and event staff.
• Verify ticket sales and ensure proper accounting procedures.
• Coordinate awards nights, sports photos, and recognition events.
• Complete certificates, letters, and pins; order plaques and awards.

Eligibility, Compliance & Records

• Manage student-athlete eligibility in accordance with RSU 21 and MPA regulations.
• Maintain participation records, rosters, schedules, and reports.
• Manage MPA entries and tournament information.
• Maintain up-to-date files for each coach.

Administrative & Office Management

• Serve as receptionist for the Athletic Office.
• Manage calls, emails, visitors, calendars, and correspondence.
• Supervise interns and student workers.
• Maintain copiers, printers, and office supplies.
• Assist with emergency drills and attendance verification.

Financial Responsibilities

• Assist with budget oversight with the RSU 21 Finance Office.
• Process purchase orders, invoices, deposits, and credit card reconciliations.
• Maintain stipend spreadsheets for KHS and MSK athletics.
• Work with Human Resources regarding contracts, stipends, and payroll.
• Assist with booster and activity accounts.

Equipment, Inventory & Vendor Management

• Maintain uniform and equipment inventory.
• Manage Helmet Tracker and asset records.
• Establish vendor accounts and maintain relationships.
• Maintain Master Library and athletic asset records.

Communication & Community Relations

• Maintain athletic webpages and digital platforms.
• Utilize Gipper and related tools to promote athletics.
• Serve as liaison to booster organizations and parent groups.
• Promote school spirit and sportsmanship.

Student-Centered Responsibilities

• Assist students and families with athletic participation questions.
• Maintain student records as appropriate.
• Promote a safe, inclusive, and respectful athletic environment.

All Other Duties as Assigned

This job description describes the general nature and level of work performed. It is not intended to be an exhaustive list of duties. RSU 21 reserves the right to modify this description at any time to meet the changing needs of the district’s athletic programs.

Systems & Software Utilized

• Aptafund
• ADP
• School Dude (Trip Direct)
• Gipper
• KissFlow
• Helmet Tracker
• Rank One
• Master Library
• ArbiterSports / rSchoolToday

Additional Information

Reasonable Accommodations

RSU 21 will provide accommodations to an individual with a disability, as defined by the Americans with Disabilities Act (ADA) or applicable law, who has made the district aware of their disability, unless doing so would cause an undue hardship to the district.

Physical Demands

Employee is regularly required to sit, stand, walk, speak, and hear; may occasionally be required to lift or move up to 50 pounds.

Work Environment

Work environment is typically an office and athletic facility setting; evening, weekend, and occasional travel are required.

Terms of Employment

Year-round, full-time, non-union position; salary will be commensurate with the candidate’s qualifications and experience.

Evaluation

Performance will be evaluated by the Athletic Director in accordance with RSU 21 evaluation procedures.

Application Deadline

Position will remain open until a suitable candidate is found.