What are the responsibilities and job description for the Athletic Administrative Assistant position at Notre Dame High School?
About Notre Dame High School
Notre Dame High School, a Catholic, college preparatory school sponsored by the Congregation of Holy Cross, educates the hearts and minds of students who are diverse in ethnicity, talent, and culture. As a community of faith, Notre Dame strives to form each student – spiritually, intellectually, and socially – to recognize the dignity of all persons and to serve the evolving needs of the world. Notre Dame faculty are expected to be men and women of integrity and able to espouse Catholic, Holy Cross, and Notre Dame mission values that will set a positive example for all students.
Overview Of Position
The Athletic Administrative Assistant is a full-time, non-exempt position reporting to the Athletic Director. This position plays a key role in ensuring the smooth operation of an athletic department by handling administrative, scheduling, compliance, event coordination, financial management, and athlete support functions.
Primary Responsibilities
Administrative Support & Office Management
Notre Dame High School, a Catholic, college preparatory school sponsored by the Congregation of Holy Cross, educates the hearts and minds of students who are diverse in ethnicity, talent, and culture. As a community of faith, Notre Dame strives to form each student – spiritually, intellectually, and socially – to recognize the dignity of all persons and to serve the evolving needs of the world. Notre Dame faculty are expected to be men and women of integrity and able to espouse Catholic, Holy Cross, and Notre Dame mission values that will set a positive example for all students.
Overview Of Position
The Athletic Administrative Assistant is a full-time, non-exempt position reporting to the Athletic Director. This position plays a key role in ensuring the smooth operation of an athletic department by handling administrative, scheduling, compliance, event coordination, financial management, and athlete support functions.
Primary Responsibilities
Administrative Support & Office Management
- Run the athletic office, handle multiple phone calls, and assist coaches as needed.
- Perform regular checks of the athletic website and report issues.
- Maintain and update My School App with athlete information, stats, parent emails, and schedules.
- Provide updated rosters and schedules to ND employees.
- Oversee College Commitment ceremonies three times a year.
- Assist with Attendance Office on student athletic paperwork (physicals, travel forms, etc.) before tryouts.
- Ensure all required coaching certifications are complete and current.
- Complete CIF forms for playoff participation.
- Manage Sports Awards, print athlete awards, and order trophies.
- Coordinate with head coaches for individual athletic awards.
- Oversee Summer Sports Camp and advance camps registration, phone calls, website updates, and application setup.
- Liaison to the Athletic Boosters, managing membership, fundraising, and social events.
- Schedule and manage all volunteers through Sign Up Genius.
- Organize team and Individual Photos with Company
- Assist coaches with money collection (spirit packs, etc.).
- Maintain, order, and deposit funds for Athletic Snack Bars
- Tag all athletes in Education Edge for attendance and awards tracking.
- Prepare electronic Magnus 911 emergency reports for each head coach.
- Submit applications for student-athlete scholarships through CIF-SS & CIF State.
- Minimum of two years of experience in administrative support, office management, or athletics administration.
- Experience in school athletics, sports programs, or nonprofit organizations is a plus.
- Excellent verbal and written communication skills.
- Ability to manage multiple tasks, deadlines, and priorities in a fast-paced environment.
- Accuracy in maintaining records, compliance documents, and scheduling.
- Ability to relate to high school students and build positive relationships while maintaining healthy boundaries.
- Ability to work collaboratively with coaches, staff, administrators, faculty, students, parents, and community partners.
- Proficient in Google Workspace and other systems (e.g., My School App, Education Edge, Sign Up Genius).
- Commitment to Notre Dame's Holy Cross Catholic mission.
