Administrative Assistant to the Athletic Department

Saint Mary’s School is an independent, Episcopal, college-preparatory, boarding and day school for girls in grades 9–12. The School is the fourth oldest girls’ boarding and day school in the country and is located on a beautiful 23-acre campus in the heart of Raleigh, within walking distance to many restaurants and attractions the City of Oaks has to offer.  Raleigh-Durham, NC is ranked as one of the best places to live in the United States by US News & World Report.

Saint Mary’s School is offering a unique and exciting opportunity to work on a beautiful historic campus for the 2024-25 year. 

The Administrative Assistant to the Athletic Department is responsible for supporting the athletic program, coaches, and Director of Athletics to ensure that athletics is functioning as a successful program aligned with the school mission.

Responsibilities:

Program Responsibilities

• Provide organizational and administrative support for the athletics program to maintain smooth operations, build confidence in the program and exhibit enthusiasm for sports at Saint Mary’s and the broader community.
• Assist with oversight, administration and organization of the overall Athletic Program to insure a successful, rewarding, and enriching experience for all student-athletes.
• Assist with scheduling, communication, and coordination for all athletic teams, rosters, coaches, and other schools.
• Assist in communication with students, parents, and faculty/staff.
• Support athletic facility rentals working closely with the Director of Auxiliary Services and Summer Programs.

Athletic Events

• Execute administrative functions related to logistics and required communications associated with the athletics program such as scheduling, transportation, event management, equipment, student attendance and facilities.
• Coordination of schedules and communications for athletic coaches.
• Confirm Saint Mary’s and opponents’ game schedules and officials’ associations.
• Coordinate and assist with necessary game day set-up.
• Assist in management of home athletic contests.
• Secures and schedules game day workers such as announcers, officials, and clock operators.
• Maintains schedule for all athletic facility rentals and events.
• Works in conjunction with the Athletic Trainer to provide current medical forms to coaches.
• Organize, plan and manage award ceremonies and seasonal banquets in collaboration with Director of Athletics and Student Life department.

Marketing and Communications

• Coordinate and create communications including the athletic section of the School’s website, the athletics newsletter, and other athletics information exchange.
• Assist the Director of Athletics in collaboration with the marketing team to ensure integrated marketing of the athletics program within the context of the school and to develop effective public relations.
• Enhance website including but not limited to season previews, web articles, recaps, and stories. Update athletic pages on school website, ensuring current information is available to all constituents.
• Provide communication with weekly athletic updates for Saint News.

Finance and Administration

• Process invoices in line with the athletic department budget, business office and departmental procedures, including receipts, coding, and monitoring expenses.
• Process personnel paperwork related to athletics seasonal staffing with the approval of the Director of Athletics and in coordination with the business office.
• Maintain results of athletic contests, team records, and individual accomplishments.
• Prepares an inventory report of uniforms and equipment before and after each season for review by Director of Athletics.

Other Responsibilities

• Perform other duties as necessary or as assigned.

Performs weekend and night responsibilities to support the life of the residential community and the academic program as required by your position or requested by your manager/supervisor.

This job description in no way states or implies that these are the only duties to be performed by an employee in this position. Employees are required to follow other job-related instructions and to perform other job-related duties requested by those authorized to give instructions or assignments.