Administrative Assistant - Athletics & Activities

Administrative Assistant - Athletics & Activities Johnston Community School District

HIGH SCHOOL

- Johnston, Iowa. Open in Google Maps. This job is also posted in Johnston Community School District, and TeachIowa, Iowa's Marketplace for education jobs. Job Details Job ID: 5809576 Application Deadline: Jul 12, 2026 11:59 PM (Central Standard Time) Posted: Jun 30, 2026 5:00 AM (UTC) Starting Date: Immediately Position Type Position Type: Full-Time Salary: $20.03 to $24.48 per Hour Job Categories: Other Professional > Other Classified Professional; Support Staff > Administrative Assistant; Support Staff > Clerical Job Description JOB SUMMARY: The Administrative Assistant to the Athletics/Activities Department provides comprehensive administrative and operational support to the high school athletic and activities program. This position coordinates day-to-day office functions; assists with purchasing, payables, and payroll-related submissions; supports coaches and sponsors with rosters, eligibility, and registration processes; and helps facilitate game/event operations to ensure contests are properly staffed, compliant, and well-communicated. The role serves as a primary point of contact for students, families, coaches, officials, and community members regarding athletic/activity questions, online registrations, physicals, and event information, and routes inquiries to the Athletic Director or other staff as appropriate. Qualifications High school diploma or equivalent Associate degree in Education, Business/Office Administration, or a related field preferred Minimum of two years of administrative support experience Proficiency in Google Workspace, Microsoft Office applications, and database management systems Previous experience with student information systems preferred Essential Functions & Responsibilities Serve as the primary point of contact for the Athletics & Activities office and provide professional customer service to students, families, officials, and community members. Answer and route phone calls, emails, and inquiries and maintain effective communication with coaches, sponsors, and district departments. Maintain an organized and professional office environment and support the Director of Athletics & Activities in promoting efficient operations and a positive experience for participants and visitors. Process purchase requisitions, purchase orders, and payment documentation in accordance with district procedures. Manage purchasing card reconciliations, maintain supporting records, and coordinate W-9 submissions with vendors and officials. Prepare and send tournament invoices and assist with co-op reimbursement documentation. Track and submit timesheets for hourly and event staff and assist with deposits and revenue collection. Maintain expenditure records by sport and activity to support budget monitoring and reporting. Receive and track deliveries, maintain office supplies, prepare mailings and recognition materials, and provide administrative support for department projects. Generate and distribute registration and eligibility reports for athletic and activity programs. Monitor participation requirements and physical expiration dates to ensure student eligibility. Assist students and families with registrations and required documentation and maintain accurate records and rosters using district information systems. Coordinate processes and data with middle school athletics staff to ensure consistency across programs. Coordinate transportation requests with coaches and sponsors and submit trip information through district systems. Communicate schedule changes, cancellations, and transportation updates with coaches, officials, event personnel, and the Transportation Department. Maintain ongoing communication to ensure transportation and event logistics are effectively managed. Prepare game programs, rosters, certificates, awards, and other materials for athletic and activity events. Coordinate event staffing, including officials, gate workers, supervisors, and other support personnel. Assist with event operations and provide on-site support as needed. Support special events, recognition programs, Wall of Fame displays, and coordination with booster organizations and community partners. Support the hiring process for coaching staff and maintain compliance documentation within district and state systems. Complete all required district training and maintain compliance with district procedures. Other Functions Assist with seasonal webpage updates. Participate in professional learning opportunities related to assigned responsibilities. Perform other job-related duties as assigned. Knowledge, Skills & Abilities Knowledge of general office administration, customer service practices, and recordkeeping procedures Proficiency in Microsoft Office Suite, Google Workspace, and ability to learn district- and state-specific systems Skill in operating standard office equipment and technology systems Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines. Excellent verbal, written, and interpersonal communication skills Ability to maintain confidentiality and handle sensitive information with discretion Ability to work independently, demonstrate initiative, and collaborate effectively Ability to provide professional and courteous service Physical Requirements & Work Environment Frequent sitting with moderate standing and walking Ability to lift and carry up to 25 lbs. Occasional stooping, bending, kneeling, and squatting Occasional exposure to irritated/agitated individuals Work is primarily performed in an indoor office environment Ability to work occasional evenings and weekends in support of athletic & activities events In evaluating candidates for this position, Johnston Community School District may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position. Equal Opportunity Employer All employers submitting a job opening for posting on the Teach Iowa system will not discriminate in hiring on the basis of race, ethnicity, national origin, gender, age, physical disability, sexual orientation, gender identity, religion, marital status, or status as a veteran. A bona fide religious institution may choose to exercise the allowances in Iowa Code section 216.6.(6)d. Employers may have additional developed specific equal employment opportunity policies and procedures; please check with employers. Job Requirements Citizenship, residency or work visa required Contact Information Heather Semelmacher, Director of Activities and Athletics HIGH SCHOOL Phone: View phone number on click.appcast.io Email: View email address on click.appcast.io #J-18808-Ljbffr Young World Physical Education