ALCS Administrative Assistant (Athletics Department)

Administrative Assistant - Athletics Department

Reports to Athletic Director 

High School Diploma or GED required; preference may be given to an Associates or higher degree

Full-time (1.0 FTE; Average 40 Hours/Week for 12-Months)

Summary of Position

The Athletics Programs Administrative Assistant provides administrative support to the Athletic Director and is a liaison to the coaches, faculty, staff, students, parents, and alumni. This person must be able to complete time sensitive documents, maintain confidential information, keep records for future use, and balance multiple projects/changing priorities during busy situations.

The Athletics Programs Administrative Assistant should be able to maintain a flexible and negotiable schedule, including some evenings and occasional weekends, and recognize the workload may shift considerably at different times of the year.  The successful candidate is expected on most days to be on-site by 9:00 am and until 5:00 pm.  Schedule shifts will be managed weekly with a supervisor and will flex to maintain a schedule with not more than 40 hours per week.

Please review our Statement of Faith (click to review prior to completing application) 

Essential Job Qualifications

• Have a deep commitment to Jesus Christ based on a personal relationship with Him
• Be a spiritually mature and growing Christian who is active in his/her Christian life, able to serve as a positive Christian role model in speech, actions and attitudes (both on and off campus) and model a consistent daily walk with Christ
• Must enjoy working with young people
• Follow the Matthew 18 principle in interactions with parents, students, staff, administration, and Campus Advisory Committee.

Individual Knowledge, Skills and Abilities

• Strong interpersonal relationship skills
• Strong work ethic and self-motivation
• Effective multitasking, troubleshooting, and time management skills
• Excellent judgement and discretion
• Be effective in oral and written communication
• Work collaboratively with people of diverse backgrounds
• Able to work in a complex team-oriented environment to accomplish goals and objectives

Scheduling and Coordination

• Maintain the athletic department master schedule of all home and away events and coordinate the schedule with the school’s master schedule
• Update schedule on school calendar and provide administration with information regarding changes, postponements, or cancellations; publish and distribute weekly calendar of all athletic events
• Confirm all events with competing schools each week for all sports
• Confirm game officials each week for all events
• Ensure security officer is scheduled for home contests 
• Coordinate and arrange transportation for athletic events
• Provide support to the Athletic Director and coaching staff during post-season tournaments including timely submission of required documents, rosters, entry fees, pass lists, media coordination, and communications with officials/participating teams
• Assist the Athletic Director in coordination of support personnel for all athletic contests including game management, ticket sales, athletic trainer, emergency personnel and necessary equipment
• Assist in coordinating background checks 

Financial Duties

• Facilitate communication of athletic program fees to the Business Office
• Prepare requisitions and purchase orders for purchases with appropriate director’s approval

• Manage concessions including collaboration with Athletic Booster Club for inventory control, restocking, purchasing, equipment cleaning/maintenance, and staffing
• Facilitate with Business Office personnel the preparation of cash boxes for gate and concessions before events, and facilitate an audit of same cash boxes following events to assist the Business Office personnel with deposit of proceeds
• Facilitate as directed by supervisor any officials’, coaches’, or other supporting personnel’s contract or services invoice
• Facilitate processing of invoices for equipment, merchandise, uniforms, or related expenses within polices as set forth by supervisor and Director of Finance

Additional Responsibilities

• Assist with inventory/storage of athletic uniforms, and equipment
• Collaborate with Communication Director the maintenance of athletic pages on the school website
• Facilitate questions from parents, community, teachers, counselors, and administrators concerning all athletic activities
• Assist in compiling information and preparing reports, schedules, correspondence, handbooks, rosters, etc. as needed
• Answer and respond to incoming phone calls and emails
• Coordinate facilities reservations for all practices, team events, banquets and programs
• Other responsibilities as assigned