Assistant to the Athletics & Co-Curricular Program

Deerfield Academy, a private, coeducational boarding school founded in 1797 and annually serving approximately 650 students in grades 9-12, seeks to hire an Assistant to Athletics & Co-Curricular Program to work full-time during the academic year.

General Summary

The Assistant to the Athletics & Co-Curricular Programs provides support to all co-curricular programs and Athletics operations, including team travel, officials, competition schedule, and facilities reservations and use; facilitates routines and operations for the Visual and Performing Arts (VPA) performance schedule, facility reservations and use, website maintenance; and collaborates closely with the Center for Service and Global Citizenship, scheduling programs, coordinating transportation, and ensuring effective and timely internal and external communication.

Primary Duties and Responsibilities:

Athletics

• Support seasonal, weekly, and daily requests for athletic team transportation and meals;
• Confirm all contests with participating schools weekly
• Assist the Associate Athletic Director for External Affairs with coordination of off-campus travel;
• Assist the Associate Athletic Director for Internal Affairs with student co-curricular sign ups and student attendance record keeping;
• Post weekly practice schedules and transportation details for all teams;
• Notify the Director of Athletics and the Co-curricular Program of any missing athletics forms or reports;
• Collaborate with Finance to ensure proper and timely payments for association dues, league tournaments and athletic fees;
• Assist in the preparation of Athletics-related reports and projects;
• Coordinate Athletics awards designations, including ordering and annual presentation to recipients.

Visual and Performing Arts

• Support VPA employee and student travel, reservations, and logistics 
• Manage daily, weekly, and monthly calendar planning within 25Live;
• Collaborate with the Events Manager to plan and schedule VPArelated events and activities;
• Serve as the point-person for VPA requests to Communications and facilitate the promotion of Arts events both online and on social media; 
• Serve as the primary scheduler and coordinator of livestream events specific to VPA;
• Curate and maintain accurate recordkeeping of VPA archives, including plays, performances, speakers, and awards; 
• Coordinate VPA awards designations including ordering and annual presentation to recepients.
• Consult and collaborate with the VPA Department Chair as appropriate.

Community Service

• Support travel, reservations, and logistics related to the Community Service Program;
• Communicate regularly with off-campus partners to help ensure smooth functioning of the Service co-curricular program;
• Coordinate Community Service awards designations, including ordering and annual presentation to recipients.

Other duties as assigned.

Job Specifications

• Associates Degree required
• 3-5 years of experience in an administrative role
• Proficiency with Google Drive/Docs and MS Office with particular ability in Excel, Word and Outlook
• Experience with online platforms (e.g. Wordpress)
• Excellent oral and written communication skills
• Excellent organization, interpersonal, and proofreading skills
• Ability to prioritize and handle multiple tasks under deadline pressure
• Exceptional attention to detail
• Sensitivity to confidential information
• High level of patience and diplomacy
• Demonstrated commitment to diversity and inclusion and to serving the needs of a diverse community
• Ability to work independently and take initiative in a fast-paced environment
• Ability to multi-task effectively

Physical Demands

• Close visual acuity to view a computer terminal
• Ability to sustain substantial movements of the wrists, hands and/or fingers
• Ability to occasionally lift, carry, push, pull or otherwise move objects of up to 10 lbs.
• Ability to occasionally stoop, kneel, and reach

Working Conditions

The worker is typically in an office environment and not substantially exposed to adverse environmental conditions.

Disclaimer

The above job description is intended to describe the general nature and level of work being performed by employees assigned to this classification.  This job description is not intended to be construed as a comprehensive list of all responsibilities, duties and skills required of personnel so classified. It is expected that job duties and responsibilities will develop over time commensurate with performance.

Special Instructions for Applicants

Application materials must include:

• A cover letter summarizing interests and qualifications
• A complete resume or curriculum vitae

**SIGN-ON BONUS**

The successful candidate will receive a $1,000 sign-on bonus ($500 paid at time of hire and $500 paid at the end of 90 days of employment.