Athletic Secretary/Co Office Manager

QUALIFICATIONS:

• High school diploma required
• Experience in an athletic department or school setting is a plus
• Proficient in typing, filing procedures, and word processing.
• Knowledge and experience in working with computers and software systems such as Bound and Infinite Campus.
• Competency in bookkeeping, budget management, and invoice processing.
• Positive relationship skills and the ability to communicate effectively with coaches, athletes, parents, and staff.
• Strong organizational and time-management skills with attention to detail.
• Ability to work independently and handle multiple responsibilities under tight deadlines.
• Such alternatives to the above qualifications as the District may find appropriate and acceptable

REPORTS TO:

• Athletic Director and Building Principal(s)

SUPERVISES:

• n/a

JOB GOAL(S):

Provide efficient administrative support to the athletic department, ensuring smooth operation of all athletic programs. This includes assisting coaches, athletic directors, and student-athletes by managing schedules, maintaining records, coordinating events, and facilitating communication. The role aims to promote an organized, professional, and well-functioning athletic department in order to enhance student learning, promote the overall efficiency of the school system, and maximize the educational opportunities available to each child.

POSITION RESPONSIBILITIES:

• Administrative Support to the Athletic Director and Building Principal

• Event Coordination
• Financial and Inventory Management
• Eligibility and Academic Support
• Awards and Recognition
• Community and Seasonal Support
• Facility and Maintenance Coordination
• Other Duties
• • Cover other secretarial roles during absences or summer breaks.
  • Assist in secretarial hiring processes by participating in interviews.
  • Perform additional tasks as assigned by the Athletic Director to support the smooth operation of the athletic department.
  • Order fobs and issuing keys to coaches.
  • Coordinate district vans on site for usage from athletics and other groups in the building.

JOB SPECIFIC RESPONSIBILITIES:

• Make appointments, answer or refer questions, and open mail for the Athletic Director.
• Type and distribute correspondence, schedules, forms (e.g., participation and physical exam forms), and manage data collection.
• Communicate daily with parents, athletes, coaches, and administrative staff regarding events, schedules, and requirements.
• Maintain up-to-date squad rosters and eligibility information for all athletes.
• Assist in postponing or canceling athletic events due to inclement weather.
• Prepare and distribute reminders to officials, event workers, and visiting schools regarding events.
• Assist with game-day logistics, including setting up scoreboards, score sheets, and escorting officials.
• Manage and organize game supervisors, ticket takers, and bench workers.
• Coordinate transportation for athletic events, working closely with the transportation department to handle issues, requests, and rescheduling.
• Setup ticketing, scheduling, and summer camp registration within Bound.
• Support special event activities (e.g., Senior Night, Elementary Nights).
• Monitor athletic department budgets and maintain p-cards.
• Communicate with vendors about equipment and uniform orders and resolve unreturned items.
• Process and submit invoices and purchase orders for uniforms, equipment, and event expenses.
• Assist bookkeeper in organizing cash boxes for athletic events.
• Prioritize and manage the ordering of equipment and concession supplies.
• Track payments from athletes and donations to teams.
• Track athlete academic eligibility, including GPA, credit hours, and transfer student compliance.
• Communicate with guidance offices and previous schools regarding transfer eligibility and Code of Conduct requirements.
• Monitor Bound registrations and notify parents/students of expiring physicals or incomplete paperwork to prevent participation interruptions.
• Prepare and distribute banquet awards, MVC certificates, and Academic Achievement awards for teams.
• Maintain records for first-time letter winners and coordinate Walk of Honor brick forms.
• Update Wall of Fame displays, gym banners, and school digital record boards.
• Work closely with Booster Club to coordinate fundraising and events.
• Receive and process summer sports camp registrations, rosters, and payments.
• Design and share promotional materials for events, camps, and team stores.
• Submit work orders for facility maintenance and repair needs.
• Coordinate building reservations for athletic events, summer camps and outside group rentals.

TERMS OF EMPLOYMENT:

260 contract days

Salary and calendar year to be evaluated in accordance with Board Policy of the Iowa City Community School District.

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of the District’s policy on Evaluation, State Statute, and any applicable Collective Bargaining Agreement.