What are the responsibilities and job description for the Administrative Assistant - Athletics position at Walsh Jesuit High School?
Walsh Jesuit High School is seeking an Administrative Assistant responsible for supporting the Athletic Director by providing clerical and administrative support to the Athletic department to support a high-quality, mission-driven athletic experience for Walsh Jesuit High School students The Athletic department needs are currently being evaluated and this position will likely work all 12-months of the year but it has not yet been determined if it will be full or part time.
Major Responsibilities
Administrative Support
- Provide administrative support to the Athletic Director and other department staff
- Serve as liaison to other departments, staff and community, and communicate with staff at various levels of the organization
- Draft and type memos, correspondence, forms, and other materials for the Athletic Director’s review to disseminate information and provide notification
- Answer phone, schedule appointments, and provide information regarding office policies and procedures; direct calls to the appropriate personnel
- Screen, respond to, and/or distribute mail as appropriate
- Prepare documents, data, and reports for meetings and board agendas, ensuring information packages are complete and meet guidelines for submittal
- Receive and direct visitors to the appropriate location or personnel
- Understand, follow, and explain basic departmental policies, procedures, and guidelines
- Collect and deposit athletic fees and concession proceeds
- Prepare requisitions and purchase orders for Athletic Director approval
- Ensure officials and security officers are paid
- Assist the Athletic Director in inventory/storage of athletic uniforms
- Assist in compiling information and preparing reports, schedules, correspondence, athletic handbook, team rosters, etc., as needed
- Purchase team awards and put awards together for coaches
- Coordinate team banquet schedules with school calendar
- Purchase athletic supplies and work with vendors
Coach Maintenance
- Notify Human Resources of open coaching positions needing to be filled using established procedures/templates
- Maintain all coach records in the certification database; enter/create open positions, remove non-returning coaches, and ensure all internal support personnel are aware of coach new hires/terminations
- Post position, with link to WJ online application supplied by HR, to athletic-specific sites approved by the Athletic Director and remove when position filled
- Assist the Athletic Director and Assistant Athletic Director in scheduling coach interviews
- Work with coaches to complete/renew pupil activity permit requirements and send applications to Diocese of Cleveland
- Scan background check results, Virtus certifications, and pupil activity permit details to WJ folder and enter/update dates in certification database
- Request building access and email account for new coaches from security/IT personnel
Event Support
- Maintain the athletics department master schedule of all home and away events and coordinate the schedule with the Walsh Jesuit master schedule
- Publish and distribute weekly calendar of all athletic events Works with the Athletic Director to ensure successful onboarding of new coaches
- Confirm events with each competing school each week for all events
- Confirm game officials each week for all events
- Provide support to the Athletic Director with timely submission of required documents, rosters, entry fees, pass lists, media coordination, and communications with OHSAA officials/participating teams
- Prepare and audit cash box for concessions and assist AD in post-event processing of proceeds
Faith Formation
- Embrace, display, and support Catholic/Christian values and spiritual formation.
- Regular participation in Ignatian formation activities including the school’s formal formation program, school masses, retreats, and other activities/events as scheduled
Qualifications
- Minimum of five years of experience in a similar position
- Ability to work independently, multitask and prioritize work/requests appropriately
- Strong skills with word processing, spreadsheet, presentation, publishing, and database software and internet applications
- Strong written and verbal communication skills that enable effective communication with all constituents in a school environment
- Demonstrated ability to confidentially and professionally handle sensitive information
- Embrace and display Catholic/Christian values and spiritual life
- Experience in Catholic learning environment preferred.
Compensation and Benefits
Walsh Jesuit is a wonderful community to be a part of and full-time employees are eligible to participate in medical, dental, vision, life, and disability insurance immediately upon employment. A 401k plan with matching contributions is available within the first month of employment and 12-month employees receive generous paid time off.
Walsh Jesuit High School, a Catholic college-preparatory high school in Cuyahoga Falls, Ohio, held its first classes in 1965 and continues to reach beyond academic excellence to develop competence, conscience, and compassion within its students while teaching them to actively engage with their community as men and women for others.
