AHS Athletics Department Administrative Assistant

Position Title: AHS Athletics Department Administrative Assistant

Department: Aspen High School

Reports to: High School Athletic Director

Classification: Classified Full-time Non-exempt/Hourly

Contract Period: 10 Month (210 days with some variance depending on the year)

Compensation: SY 2024-25 Hourly ESP Schedule

ASD offers district funded employee and dependent health benefits including medical, vision, dental, and life insurance to benefit eligible employees. Other benefits include (as eligible): paid leave, CO PERA (pension plan) enrollment with district contribution, TSA options, commuter benefits, employee assistance program, wellness program, and supplemental insurance (ie cancer, disability, etc).

Position Summary

The High School Athletic Department Administrative Assistant provides crucial support in managing the daily operations of the athletic department. This role involves handling administrative tasks, financial record-keeping, event coordination, and communication, ensuring smooth functioning and compliance with regulations. The position provides a vital link between the director, coaches, athletes, parents, and the school community.

Position Responsibilities

General Administrative Support:

• Manage the Athletics Director's calendar, schedule appointments, and coordinate meetings.
• Answer and screen phone calls, emails, and other communications, providing information and directing inquiries appropriately.
• Prepare and distribute correspondence, memos, and reports.
• Maintain accurate and organized filing systems (both physical and electronic).
• Order and maintain office supplies and equipment.
• Handle incoming and outgoing mail and deliveries.
• Assist with travel arrangements and expense reports.
• Provide general clerical support as needed.

Financial Management:

• Process purchase orders, invoices, and payments.
• Track and reconcile athletic department budgets and expenditures.
• Assist with the preparation of budget reports.
• Manage ticket sales and revenue for athletic events.
• Handle cash and credit card transactions.
• Maintain accurate financial records.
• Assist with fundraising efforts and donations.

Event Coordination:

• Assist in the planning and execution of athletic events, including game day operations, tournaments, and award ceremonies.
• Coordinate transportation, lodging, and meals for teams.
• Schedule and confirm facility usage for practices and games.
• Communicate event details to coaches, athletes, parents, and officials.
• Ensure compliance with event regulations and safety protocols.
• Assist with the recruitment and coordination of volunteers.

Communication and Liaison:

• Serve as a liaison between the Athletics Director, coaches, athletes, parents, school staff, and external organizations.
• Maintain and update the athletic department website and social media accounts.
• Prepare and distribute newsletters and other informational materials.
• Communicate with media outlets regarding athletic events and news.
• Maintain accurate contact information for coaches, athletes, and parents.
• Help coordinate the distribution of eligibility information.

Compliance and Record Keeping:

• Maintain accurate records of athlete eligibility, physicals, and insurance.
• Ensure compliance with school, district, and state athletic association rules and regulations.
• Process and track athletic participation forms and waivers.
• Maintain records of coaching certifications and training.
• Assist with the completion of required reports and documentation.

Team Support:

• Assist coaches with administrative tasks, such as scheduling, travel arrangements, and communication.
• Prepare and distribute team rosters and schedules.
• Coordinate team equipment and uniform orders.
• Assist with the organization of team meetings and events.
• Assist in the organisation of award distribution.

Required Knowledge, Skills, and Abilities

• Knowledge of:
• • Understanding of high school athletic programs, rules, and regulations.
  • Knowledge of general office practices, filing systems, and record-keeping.
  • Basic accounting principles, budgeting, and expense tracking.
  • Proficiency in using computer software, online tools, and office equipment. word processing, spreadsheets (Google Suite, Excel), database management, and email.
  • Familiarity with school district policies and procedures.
  • Basic understanding of social media platforms for communication purposes.
  • Basic knowledge of event coordination and logistics.
  • Ability to prioritize tasks, manage multiple projects, and meet deadlines.
  • Excellent communication skills to interact with coaches, athletes, parents, and the public.
  • Accuracy in record-keeping, data entry, and financial transactions.
• Ability to:
• • Handle sensitive information with discretion.
  • Adjust to changing priorities and handle unexpected situations.
  • BBuild and maintain positive relationships with others.
  • Work independently and take initiative.
  • Collaborate effectively with others.
  • Handle multiple tasks simultaneously.
  • Learn and apply rules and regulations necessary for adherence to policy and compliance
  • Identify and resolve issues effectively.
  • Provide friendly and helpful assistance to others.
  • Work flexible hours including evenings and weekends when needed.

Minimum Qualifications

• At least 1-2 years of administrative assistant experience
• Operation and use of modern office equipment including a computer, printer/copier and various software packages
• High school diploma or equivalent
• Valid Colorado driver’s license or the ability to obtain one within 30 days of hire.

Preferred Qualifications

• 3 years or more of relevant experience in a school or athletic setting
• Associate's or certification(s) in business or office administration, sports management, or a related field.
• Experience with athletic event management or coordination.
• Experience with financial management and budgeting.
• Experience with fundraising.
• Spanish bilingual

Work Environment

• Office environment; exposure to computer screens
• Primary functions may require maintaining the physical condition necessary for sitting for prolonged periods of time; use of a computer keyboard, mouse, tools, and other computer components
• Occasional need to work at various locations, such as the gymnasium, athletic fields, or off-site venues.
• Interactions with students, teachers, support staff, coaches, and parents.
• There will be a fluctuation of noise, and activity levels.
• Evening and weekend work may be required to assist with games, tournaments, and other athletic events.
• Occasional travel may be required

Essential Physical Requirements

• Physical: Reaching, walking, standing, sitting, typing, talking, stooping, kneeling, seeing, and hearing. Lifting up to 30lbs.

Acknowledgment

The successful candidate will be required to follow any instructions and to perform any other related duties as assigned by the Director. The Aspen School District reserves the right to update, revise, or change the job description and related duties at any time.

Updated: March 2025