What are the responsibilities and job description for the Administrative Assistant to Athletics position at Xavier College Preparatory?
Position Summary
St. Mary's Catholic High School is seeking a highly organized, customer-focused Athletics Administrative Assistant to support the daily operations of its Athletic Department. This position provides administrative and operational support to the Athletic Director and Assistant Athletic Director while serving as the primary point of contact for students, families, coaches, officials, and visitors. The ideal candidate is detail-oriented, professional, and committed to supporting the mission of Catholic education.
Reports To
Athletic Director
Essential Responsibilities
Required
Employees of St. Mary's Catholic High School are expected to support the mission and values of Catholic education while fostering a welcoming, professional, and student-centered environment for all members of the school community.
St. Mary's Catholic High School is seeking a highly organized, customer-focused Athletics Administrative Assistant to support the daily operations of its Athletic Department. This position provides administrative and operational support to the Athletic Director and Assistant Athletic Director while serving as the primary point of contact for students, families, coaches, officials, and visitors. The ideal candidate is detail-oriented, professional, and committed to supporting the mission of Catholic education.
Reports To
Athletic Director
Essential Responsibilities
- Serve as the first point of contact for the Athletic Department by answering phones, emails, and assisting visitors.
- Maintain department calendars, schedules, meeting materials, and filing systems.
- Monitor FinalForms, track eligibility requirements and physicals, and assist families with athletic registration.
- Coordinate transportation requests, facility scheduling, and certificates of insurance.
- Assist with purchase orders, fundraising paperwork, receipts, invoices, and budget documentation.
- Support athletic events by preparing rosters, coordinating volunteers, and assisting with game-day operations.
- Prepare parent communications and assist with social media, website updates, and department publications.
- Coordinate varsity letters, senior recognition, awards, banquets, and special events.
- Order office supplies, prepare reports, and assist with department projects, camps, and coaches meetings.
- Perform other duties as assigned by the Athletic Director.
Required
- High school diploma or equivalent.
- Strong organizational, communication, and customer service skills.
- Proficiency in Microsoft Office.
- Ability to manage multiple priorities while maintaining confidentiality.
- Previous administrative experience in education or athletics.
- Experience with FinalForms or similar athletic management software.
- Familiarity with AIA policies and procedures.
- Bilingual (English/Spanish) candidates are preferred.
- Ability to sit, stand, and walk throughout the workday.
- Ability to lift up to 25 pounds.
Employees of St. Mary's Catholic High School are expected to support the mission and values of Catholic education while fostering a welcoming, professional, and student-centered environment for all members of the school community.