Head Athletic Equipment Manager

Job Description

Job Description

Position Summary:

This position plays an essential role in supporting a large, multi-sport athletics program in a boarding high school environment of approximately 1160 students. The Head Equipment Manager works closely with student-athletes, coaches, athletic trainers, athletics administrators, faculty, staff, vendors, parents, and visitors to ensure that teams are properly equipped, uniforms and gear are available and well maintained, and equipment operations are safe, efficient, accountable, and responsive to the needs of the Athletics Department.

This is a yearlong position , full-time exempt position with regular Saturday hours and some evening, weekend, preseason, postseason, and special event coverage required. Summer work includes long-term planning preparation for the school year ahead, review of uniform and equipment needs by sport and facility, as needed, and support for Andover Summer Program as needed.

Essential Functions/Primary Duties and responsibilities :

• Manage the daily operation of the athletic equipment room, including uniform issue and return, equipment distribution, laundry flow, storage, repair, inventory, and recordkeeping.
• Manage the day-to-day activities of one academic-year Assistant Equipment Manager.
• Plan, implement, maintain, and regularly update equipment room policies and procedures to ensure efficient, consistent, and accountable operations.
• Develop and maintain seasonal operating plans for fall, winter, and spring athletics, including preseason preparation, in-season support, end-of-season collection, inventory reconciliation, and offseason storage.
• Coordinate equipment support for practices, games, tournaments, special events, and visiting teams as needed.
• Provide responsive daily service to coaches, student-athletes, athletic trainers, athletics administrators, and other members of the campus community.
• Support the Director of Athletics and athletics administrators in maximizing the efficient operation of the Athletics Department.
• Manage the daily pickup, laundering, organization, and re-distribution of uniforms, towels, practice gear, and related items across multiple athletic facilities, maintaining accurate, timely, and efficient service throughout the athletics program.
• Coordinate online team apparel stores for student-athletes, families, alumni etc, working with coaches and vendors to develop seasonal merchandise offerings, establish ordering timelines, ensure accurate branding, and facilitate timely fulfillment and distribution.
• Perform other related duties as assigned.

Inventory Management and Equipment Accountability

• Maintain accurate inventory records for uniforms, apparel, protective equipment, sport-specific equipment, supplies, and equipment room assets.
• Track issued equipment by team, season, student-athlete, and/or coach as appropriate.
• Document lost, damaged, unreturned, or unusable items and coordinate replacement, repair, restoration, billing, or disposal as appropriate.
• Conduct regular inventory audits and end-of-season reconciliations.
• Establish systems to monitor equipment usage, replacement cycles, and long-term needs.
• Maintain organized, secure, and accessible storage areas for all athletic equipment and uniforms.

Purchasing, Budget Support, and Vendor Coordination

• Determine inventory and purchasing needs based on team rosters, seasonal demand, equipment condition, safety requirements, replacement cycles, and departmental priorities.
• Coordinate with the Director of Athletics, Athletics Operations Manager and other athletics administrators regarding annual equipment needs, budget planning, and purchasing priorities.
• Obtain quotes, place approved orders, receive shipments, verify packing slips, and maintain purchase and receiving records in accordance with Academy procedures.
• Build and maintain productive relationships with vendors, suppliers, repair services, and reconditioning providers.
• Monitor supply levels and anticipate needs in advance of each athletic season.
• Support cost-conscious purchasing practices while maintaining appropriate standards for quality, durability, safety, and appearance.

Maintenance, Safety, Fitting, and Compliance

• Continuously evaluate the condition, safety, and suitability of uniforms, apparel, protective equipment, and sport-specific equipment.
• Fit student-athletes with appropriate clothing and equipment, including protective equipment, in coordination with coaches and athletic trainers as needed.
• Inspect, maintain, repair, or arrange for repair of protective equipment and other athletic gear.
• Evaluate and repair protective equipment in accordance with applicable manufacturer recommendations and relevant NOCSAE, NESCAC, NCAA, and NFHS standards where applicable.
• Remove unsafe, damaged, expired, or noncompliant equipment from use.
• Maintain records of equipment inspections, repairs, reconditioning, and replacement when appropriate.
• Establish and maintain laundry and sanitation protocols following manufacturer recommendations for uniform and equipment care

Laundry, Uniform Care, and Presentation

• Oversee the laundering, drying, folding, organization, and redistribution of athletic uniforms, practice gear, towels, pinnies, and related items.
• Ensure uniforms and equipment are clean, properly cared for, and ready for practices, contests, travel, and special events.
• Establish procedures for the separation, handling, and storage of clean and soiled items.
• Maintain standards for uniform appearance, numbering, sizing, team sets, and overall presentation.
• Coordinate with coaches and athletics administrators to support appropriate uniform rotation, replacement, and long-term planning.

Minimum Job Qualification :

• Bachelor's degree Preferred
• AEMA Certificate preferred or willingness to obtain certification within three years of hire
• Valid Driver License required
• 3-5 Years of experience in an Athletic Equipment room environment
• Online uniform or inventory tracking system experience preferred
• Prior management experience

Knowledge, Skills and Abilities required:

• Minimum of three years of experience supervising or managing an athletic equipment room in an educational, school, college, or comparable multi-sport environment, or an equivalent combination of education and experience.
• Demonstrated knowledge of athletic uniforms, apparel, protective equipment, laundering practices, inventory control, purchasing, and equipment maintenance.
• Familiarity with applicable equipment safety standards and best practices, including NOCSAE, NCAA, NESCAC, and NFHS standards where relevant.
• Strong organizational, supervisory, planning, and multitasking skills.
• Excellent customer service skills and a demonstrated ability to work effectively with adolescents, coaches, colleagues, parents, vendors, and visitors.
• Strong problem-solving skills, including the ability to anticipate needs, identify issues, and pursue timely solutions.
• Ability to work successfully in a fast-paced, student-centered environment with frequent interruptions, competing priorities, and seasonal demands.
• Positive attitude, sound judgment, discretion, and a collaborative approach to work.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Proficiency with Microsoft Office applications and the ability to learn and use inventory, purchasing, database, and financial systems used by the Academy.
• Ability to maintain accurate records and prepare reports related to inventory, purchasing, equipment condition, losses, repairs, and replacement needs.

Supervisory Responsibilities:

• Hire, schedule, train, supervise, and evaluate equipment room staff.
• Establish daily, weekly, and seasonal work schedules to ensure adequate coverage during peak athletics periods.
• Provide clear expectations for staff regarding professionalism, customer service, safety, equipment handling, confidentiality, and appropriate interaction with students.
• Foster a positive, respectful, student-centered, and service-oriented work environment.
• Ensure staff are trained in equipment room procedures, laundry protocols, inventory systems, and safety expectations.
• Work collaboratively with student-athletes, coaches, athletic trainers, athletics administrators, faculty, staff, vendors, parents, and visitors.
• Communicate clearly and proactively regarding equipment needs, deadlines, problems, and solutions.
• Anticipate seasonal demands and coordinate in advance with coaches and administrators.
• Participate in athletics department planning and meetings as requested.
• Represent the Athletics Department and Phillips Academy with professionalism, courtesy, dependability, and sound judgment.

Physical Requirements and Work Environment

• Must be able to lift and carry up to 50 pounds.
• Must be able to stand, walk, bend, reach, push, pull, carry, and move athletic equipment, laundry, supplies, boxes, bags, and storage items.
• Must be able to work in equipment rooms, laundry areas, storage spaces, athletic facilities, fields, courts, rinks, and other campus locations.
• Must be able to work regular Saturday hours and occasional evenings, weekends, preseason, postseason, and special events as required by the athletics schedule.
• Must be able to work in a busy athletics environment with frequent interaction with high school age students and adults.

Phillips Academy is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender expression, gender identity, age, physical or mental disability, genetic information, veteran status, military service, application for military service or any other characteristic protected by law. Any offers of employment will be contingent upon successful CORI/SORI and fingerprinting background checks as well as unrestricted authorization to work in the United States.