Athletics Department Coordinator

Job Description

Job Description

Description:

SUMMARY 

The department coordinator supports the Athletics Department's day-to-day operations. This position works closely with the Associate Head and Head of Athletics and with Business Office personnel. General responsibilities include confirming athletic game schedules; arranging travel; coordinating paperwork for coaches; ordering supplies and equipment; coordinating athletic ceremonies and awards; and student billing.  

This is a full-time, 12-month position requiring some evening and weekend availability. Assignments are determined annually by program and enrollment needs and may be adjusted at the school's discretion.

IN THIS ROLE, YOU WILL…

• Utilize technology platforms (Microsoft Outlook, Greenhill website) to provide reports and information to coaches, parents, team parents, and school employees 
• Coordinate the Athletics Department's electronic filing system 
• Manage payment processes for officials (ArbiterPay), reimbursements, check requests, and invoices 
• Partner with the Business Office on student billing, tournament payments, and related payment requests 
• Partner with the Head of Athletics on budget creation, reporting, and analysis 
• Process Business Office requests and coordinate with the Equipment Manager to procure items for interscholastic teams through the campus store 
• Coordinate travel arrangements with the Head of Athletics, including bus transportation, hotels, and payment for out-of-town and overnight athletic trips 
• Provide administrative support to the department, including community communications on Greenhill sporting events and cross-divisional collaboration 
• Coordinate seasonal and team-related logistics for athletic ceremonies 
• Partner with the Associate Head of Athletics on Middle School athletics issues as needed 
• Provide administrative support for scheduling on-campus visits for guests and candidates 
• Support social media communication channels for athlete and team promotion 
• Assist with gameday administrative duties 
• Distribute weekly game schedules to the campus community 
• Confirm game details with opposing schools 

A SUCCESSFUL CANDIDATE HAS…

• Undergraduate degree
• 3 to 5 years of relevant work experience, preferably in an athletics department or school environment
• Strong organizational skills and the ability to manage multiple deadlines and shifting priorities in a fast-paced environment
• Excellent written and verbal communication skills, with the ability to interact professionally with coaches, students, parents, officials, and vendors
• Proficiency with Microsoft Office and Outlook, and comfort learning new platforms and software (e.g., ArbiterPay, website content systems)
• High level of discretion and professionalism in handling confidential student, family, and financial information
• A collaborative, team-first attitude paired with a strong customer-service orientation
• Comfort working both independently and as part of a team in a fast-paced, high-volume environment, including on gamedays
• Flexibility to work evenings and weekends in alignment with the athletics calendar

WHY GREENHILL

Greenhill is a place where challenging, meaningful work and a strong sense of community go together. Here is some of what you can expect when you join us:

• A community shaped by the values of excellence, integrity, courage, and compassion, reflected in how we work together every day.
• An active and ongoing commitment to diversity, equity, and inclusion, with real investment in building a school where every community member belongs.
• Colleagues who are skilled, collaborative, and genuinely invested in the school and each other.
• Professional development opportunities that support your growth, including access to networks, research partnerships, and professional learning.
• Competitive compensation and a comprehensive benefits package, including medical, dental, vision, life insurance, and retirement.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

• Regularly works in an office setting, with extended periods at a computer for scheduling, billing, and communications
• Regularly attends practices, games, and other athletic events on and off campus, including outdoor venues in varying weather conditions
• Ability to stand, walk, and move around athletic facilities and campus grounds, including uneven terrain such as fields, tracks, and courts
• Ability to speak clearly, hear, and communicate effectively in person, by phone, and in writing with coaches, students, parents, officials, and vendors, including in busy gameday environments
• Regularly uses close and distance vision for reading, data entry, and monitoring activity at games and practices
• Ability to occasionally lift, carry, and move athletic equipment, supplies, and gear weighing up to 35 lbs.
• Requires regular evening and weekend availability for home and away athletic events, in addition to standard office hours
• Some travel with athletic teams may be required
• Ability to maintain appropriate professional boundaries with students, coaches, staff, and all community members