Office Manager - Athletics

Germantown Academy We inspire students to be: Independent in Thought • Confident in Expression • Compassionate in Spirit • Collaborative in Action • Honorable in Deed Position Title: Office Manager – Athletics Germantown Academy is an independent, coeducational, college preparatory day school located on a beautiful 126-acre campus in the Fort Washington suburbs near Philadelphia, Pennsylvania. The school serves more than 1,200 students in grades PK-12. Founded in 1759, GA is America’s oldest non-sectarian day school with rich traditions and a strong commitment to ongoing innovation of curricular and pedagogical practices. Germantown Academy is committed to the work of equity and inclusion and believes that equal opportunity in all aspects of employment supports the mission of the school and the successful attainment of our strategic objectives. Candidates must exhibit an appreciation of, a sensitivity to, and a respect for a diverse academic environment, inclusive of students, faculty, and staff of varying socioeconomic, cultural, ideological and ethnic backgrounds. Position Purpose: The Office Manager supports the Athletic Director and Athletics Office. We are seeking candidates for a full-time position to join our community beginning May 2025. This is an 11-month position with an excellent array of benefits and a competitive salary. Key Responsibilities: •Collect and maintain accurate rosters for all MS and US teams. Disseminate roster information to appropriate offices as necessary. Maintains student-athlete information through Veracross and all related operations system software, including rosters, player numbers, captains, managers. •Provide quality control of data for operations. •Upload rosters and parent information into department software platforms. •Confirm all game schedules with opposing teams and update changes to Veracross and program software. •Assists in website maintenance through updating information in Veracross and program software platforms: updating scores, roster information, game schedules, and coaches. •Coordinates and communicates contest locations for home games through program software platform. •Confirm transportation schedule with Associate Athletic Director. •Send weekly emails with transportation schedules. •Triage issues, concerns, questions and inquiries for the Directors from students, parents, coaches •Assists with timely communication to appropriate stakeholders on contests changes, postponements or cancellations. •Coordinates all department special events, including Awards Events, Hall of Fame, Athletic Open Houses, and GA/PC Day. •Coordinates coaches’ CPR training and renewal with the school nurse. •Oversees requests for facility usage in the Health and Wellness Center. •Distributes and collects post season evaluations from players and head coaches. •Collects names of award recipients, orders, and picks up awards from vendor. Prepares varsity certificates at the conclusion of each season. •Coordinates the ordering of coaching apparel at the beginning of each season. •Assist Associate AD with contest scheduling, including entries in Finalsite, Veracross and all program software platforms •Coordinates coaches and captains to establish team spirit stores with equipment vendor. •Works with BSN, other vendors, students, coaches and parents to ensure consistent use of GA Athletics brand. •Collects team records at the end of each season and maintains database of GA sport history. •Oversee the paperwork process for new coaches, ensuring all background clearances, physicals, I-9 forms, and other related HR documentation have been turned in and are compliant. •Assists Director of Athletics and Associate Director of Athletics with scheduling and coordinating meetings, developing and sharing meeting agendas, taking and sharing meeting minutes as needed. •Assists in communicating policy for the athletics programs and Germantown Academy. •Properly track purchases and purchase orders, including reconciling bills and invoices •Assumes additional responsibilities as assigned. Qualifications: •Four or more years of experience as an Administrative Assistant or Office Manager. •Ability to operate in a proactive, self-managed manner. •Possess extensive knowledge of and demonstrated ability with personal computers and associated office software programs in the Microsoft Office Suite. •Must be helpful and friendly while maintaining confidentiality. •Ability to work for multiple people at the same time; •Ability to prioritize work; •Ability to work in a fast- paced environment; •Have excellent time management skills.