Athletic Administrative Assistant

Job Description

Job Description

Job Summary:

Assists the Athletic Director with the day-to-day operation of the athletic department to help it run smoothly. Performs a wide variety of clerical and administrative tasks associated with maintaining the athletic database as well as processing payments, registrations and documentation. Assists with several items needed to run the athletic program and events. This is a 12-month position with 40 hours per week during the school year and 30 hours per week in the summer.

Job Start Date:

As soon as possible

Application Closing Date :

This posting will remain active until the position is filled.

Compensation:

Approximately $20-$27/hour based on experience, plus a competitive benefits package.

Essential Duties and Responsibilities:

1. Maintains the athletic database (Arbiter), enters and updates all athletic registration information and processes all registrations, athletic schedules, athlete information, coach information, awards, results, home athletic contracts, home official contracts, and cancelled or changed games. Stays current on all Arbiter updates and capabilities to allow DSHA to use the program to the fullest.
2. Orders equipment and supplies as requested. Processes all check requests and purchase orders, official’s payments and distributions, reimbursements, per-diem for coaches, money collections, gate receipts and other financial related activities. Checks quarterly statements compared to POs to make sure statements are correct.
3. Updates information for online registration, tracks all necessary information on each student athlete, prepares a clearance list for each team prior to tryouts and daily during the tryout process until teams are formed. Sends out appropriate physical card for the following season.
4. Maintains and updates the athletic page of the DSHA website.
5. Helps train head coaches to update their sport specific page on the DSHA website.
6. Inventories all athletic uniforms at the beginning and end of each season. Is responsible for helping coaches get uniforms returned, inventoried and stored.
7. Keeps track of, and prepares, awards for each athletic team for their post-season banquet.
8. Assists in preparing all summer camp budgets and updating as numbers change. Is the point person for all athletic camp registrations, distributes and collects all paperwork needed for payment of summer camp coaches, submits forms for payment of summer camp coaches and any reimbursements, provides emergency information to each head coach for camp and answers parent questions.
9. Provides labels for various athletic mailings or requests from coaches, as well as compiling a list of incoming freshman sports interests and contact information.
10. Checks attendance of athletes to make sure they are in compliance with the athletic attendance policy for practice and games. Emails coach and copies the Athletic Director.
11. Prepares event notices and permission slips for all activities in the athletic department, in addition to informing faculty of early release for games, as well as informing the attendance secretary when athletes will be missing class.
12. Orders vans and buses for athletic competition and state competition.
13. Assist student-athletes, coaches and parents with athletic-related questions.
14. Prepares, proofs and updates a variety of documents including, but not limited to, all schedules, communications with parents and athletes, policy documents, awards, and sports booklet.
15. Maintains a database of coaching certifications, professional development, and other requirements such as NFHS Level 1,2,3 certifications.
16. Collects, organizes and assembles data as needed. Distributes and processes all student-athlete coach evaluations and provides evaluation summary and written comments for all coaches, Athletic Director and Principal.
17. Prepare ballots, order awards, prepares and proofs all names for Senior Honors night.
18. Makes copies of rosters for all games and other copies as needed.
19. Coordinates the calendars of the use of the gym, health classroom and the commons.
20. Helps with athletic related events in the evenings or weekends, as assigned. Will attend the WADA Conference for Administrative Assistants in November each year and any Greater Metro Conference Administrative Assistants meetings.
21. Performs other tasks as assigned by the Athletic Director.
22. Complete other duties as assigned.

Supervisory Responsibilities:

None

Qualifications :

Education and/or Experience:

Position requires a high school diploma, GED, or higher; three years as an athletic assistant or school secretary with similar experience in a busy environment is required. The ability to multi-task is essential.

Knowledge, Skills and Abilities:

Effective oral, written and organizational skills are essential for success in the position. Incumbent will work with diverse groups and will need to communicate effectively with all. Incumbent must be highly organized, detail oriented and able to work on multiple projects within specific timeframes with varying deadlines. Must be able to maintain confidential student and coach data. The ability to take the initiative with projects and to work both independently and as part of a group is required. Proficient computer skills with experience using MS Office software, school database software, athletic software and the Internet and email is required. Appropriate phone skills are also required.

Physical Demands:

While performing the duties of this job, the employee is frequently required to stand; talk or hear; and use hands to finger, handle, or touch objects or controls. The employee is frequently required to stand and walk. Occasionally, the incumbent will be required to stoop, bend or reach above the shoulders.

The employee must occasionally lift to 25 - 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment:

The work takes place in primarily an office/school environment. 

Equal Employment Opportunity and ADA :

DSHA practices equal employment opportunity. W e are committed to providing employees with a work environment that supports diversity and is free of unlawful discrimination and harassment. All employment decisions are based on merit, qualifications, and competence. Our employment practices are not unlawfully influenced or affected by an applicant’s or employee’s characteristics protected by law. This policy governs all aspects of employment, promotion, assignment, discharge, and other terms and conditions of employment.

DSHA also is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. It is the policy of DSHA to provide reasonable accommodation when requested by a qualified applicant or candidate with a disability, throughout all aspects of the hiring process, unless such accommodation would cause an undue hardship for DSHA. If reasonable accommodation is needed during the application or hiring process, please contact Human Resources at View phone number on us.fitly.work.

How to Apply :

Interested individuals must complete the online application at and include resume, cover letter, three professional references, and salary expectations.

Visit to learn more about Divine Savior Holy Angels High School.

Only applicants to be interviewed will be contacted.

**DSHA is not soliciting candidates in California, Colorado, Connecticut, Hawaii, Illinois, Maryland, Massachusetts, Minnesota, Nevada, New York, Rhode Island, Vermont, and Washington.