Administrative Assistant to the Athletics Department

ROLE SUMMARY

The Administrative Assistant to the Athletics Department serves to advance the mission and goals of the Regents School of Austin’s Athletics Department by filtering and attending day to day functions that are part of the Athletic Director role so the Head Athletic Director can focus on high level leadership and strategy functions.

Possess and Model a Growing Relationship with Christ

• Pursue full devotion to Christ and live a life that reflects that authenticity

• Model the fruits of the spirit in communications, relationships and daily work

• Demonstrate teachability and a willing heart for service

• Embody others-centered, servant-leadership in all interactions

RESPONSIBILITIES:

• Serve as a primary point of contact between the AD Office and on-campus community as well as off-campus community including helping to coordinate the work of the different groups and providing administrative support for meetings

• Manage scheduling for The Head Athletic Director and AD’s

• Draft, review, edit and send communications on behalf of The Head Athletic Director when appropriate

• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings

• Answer and respond to phone calls, communicate messages and information to The Head Athletic Director

• Prioritize emails and respond when necessary

• Maintain various records and documents for the Athletic Department - ex. Record of End of Season results

• Provide coordination, monitoring, and communication of projects and programs

• Assist The Head Athletic Director in the development of presentations for internal and external audiences

• Maintain accounts of financial income and expenses

• Determine priority of matters of attention for The Head Athletic Director; redirect matters to staff to handle, or handle matters personally, as appropriate

• Keep the Head Athletic Director advised of time-sensitive and priority issues, ensuring appropriate follow-up

• Work with The Head Athletic Director and all AD’s to submit Academic All State, All State TAPPS awards

• Assist The Head Athletic Director and AD’s with End of Year chapel awards

• Routinely perform a wide variety of support duties

• Maintain Google systems, documents and functioning

• Maintain confidential and sensitive information

• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or coaching staff as needed

• Assist and serve our Student Athletes who are interested in pursuing playing collegiate sports

• Support the student athletes in every way possible to ensure their success and achievement both on and off the courts, fields, etc.

Calendar/Scheduling:

• Owner of master Google Calendar for Athletics Dept, adding OOT, bdays, important dates

• Gatekeeper for ALL Athletic Tandem events- adding and removing all dates to ensure no conflicts

• Work with Grammar Administration to schedule any use of Athletic facilities for entire school

• Attend and preside over the weekly Athletic Department Calendar meetings

• Attend weekly All School Calendar meetings

Events/Communication/Promotion:

• Create certificates for any awards throughout the year

• Senior Night schedule and programs- All Sports

• Football game scripts and program

• Regents Newsletter submissions

• Letter Jacket Day

• College Signing Day

• Game Promos

• Sports schedule communication for website

• Enhance the Community’s awareness of sporting events and results

• Intent to Play (Fall, Winter, Spring)

• Work with trainers on athletic paperwork

Financial:

• Enter all PR’s in Intaact

• Enter all credit card transactions into Nexonia

• Submit all cash/checks to Business Office

Hospitality:

• Serve all Athletic Directors in day to day tasks

• Serve as front desk hospitality for the office to catch all questions and visitors

• Welcome new coaches, Program Directors with welcome bags and instructions

• Assist in planning Christmas, End of Year parties, celebrations

• Order all materials and equipment needed in athletics office

Summer Camps:

• Develop master calendar for sports camps

• Coordinate with camp directors (varsity head coaches) on camp details

• Coordinate with school facility personnel to ensure summer facility use

• Coordinate with business office to ensure camp revenue and payment distribution

• Coordinate with website manager for camp promotion and online registration system

• Manage camp counselor paperwork requirements

• Plan and purchase snacks

• Distribute snacks to camps each day

• Determine and order camp awards with award vendor

• Determine artwork and theme for tshirts with tshirt vendor

• Work registration table at start and end of camp each day

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Regents School of Austin is a unique K-12 school that educates 1,000 students on an 82-acre campus in southwest Austin. Our mission is to provide a classical, Christian education, founded upon and informed by a Christian worldview, that equips students to know, love, and practice that which is true, good and beautiful, and challenges them to strive for excellence as they live purposefully and intelligently in the service of God and man. Regents School of Austin is well recognized by peers for outstanding accomplishments in teaching, curriculum, students' achievement, parental involvement, and community support.

Regents Athletics helps to fulfill the mission of the school by teaching the Christian way of competing and the Christian way of life as expressed through our three core values in athletics - character, commitment, and community. The Regents Athletic Department acknowledges the following order of priorities in our school: 1) God, 2) family, 3) academics, and 4) athletics. When this order is followed, it gives student-athletes the opportunity to be balanced spiritually, physically, mentally, and emotionally.
Experience and Skills:

EDUCATION and EXPERIENCE

• Lifestyle and convictions clearly demonstrate a Christian worldview

• Proven excellence in oral and written communications

• Highly detail oriented

• Must maintain a clean, neat and orderly office environment that is reflective of our department’s commitment to excellence

• Ability to maintain strict confidentiality with all athletic department matters, as required

• Intermediate user of all Microsoft Office applications, especially Excel, Word and PowerPoint

• Confidence to meet the challenges in a fast paced, ever-changing environment

• Confidence in communicating athletic department policies and procedures to parents and other school constituents

• Should desire to add value to all existing procedures, methods and events

Information on our Purpose, Mission, Philosophy, Objectives and Doctrinal Statement

Board members, administration, faculty, coaches and other instructional personnel of Regents School, whether full-time, part-time or volunteer, must believe and abide by the Purpose, Mission, Philosophy, Objectives and Doctrinal Statement, evidenced by their signing a statement of agreement with Article II annually. This document can be found by clicking: Philosophy and Doctrinal Statement. As a supplement, the Regents Board of Directors has adopted two additional statements as clarifying language under Article II. The Chicago Statement on Biblical Inerrancy - This was adopted in 2017 by the Board to be clear on our view of the inerrancy of Scripture. Nashville Statement: A Coalition for Biblical Sexuality - This was adopted by the Board in 2019 as clarifying language on our view of biblical sexuality.

Links to documents below:

Article II

Chicago Statement on Biblical Inerrancy

Nashville Statement: A Coalition for Biblical Sexuality

From: Regents School of Austin