Athletic Office Assistant

POSITION TITLE:     Athletic Office Assistant

FLSA:                        Non-Exempt

REPORTS TO:           Principal, Athletic Director

TERMS OF EMPLOYMENT:      

QUALIFICATIONS:

• High school diploma.
• Good grammar & English speaking skills. 
• Bilingual skills in Spanish preferred.
• Strong computer skills and proficiency in Microsoft Office (Google, Word, Excel, PowerPoint, Outlook).
• Ability to lift 40 lbs. to shoulder height occasionally.

Front Office Operations & Reception:

• Serve as the primary point of contact for students, parents, coaches, officials, and visitors to the athletic office, providing welcoming and professional assistance.
• Manage access control, ensuring proper identification and sign-in/sign-out procedures for all visitors. 
• Receive, log, and ensure the timely distribution of packages and shipments. 
• Operate and manage the multi-line telephone system, efficiently answering, screening, and directing calls. 
• Accurately take and relay messages, place calls into voicemail, and proactively locate staff members as needed. 
• Provide information and assistance to parents, students, coaches, and other stakeholders regarding athletic programs,
• schedules, policies, and procedures. 

Administrative & Data Management:

• Assist the Athletic Director and coaching staff with tracking student-athlete attendance, eligibility requirements, and related documentation. 
• Maintain organized and accurate student-athlete records, including contact information, emergency contacts, physicals, and other required forms. 
• Assist with data entry for new student-athletes and other administrative tasks as requested. 
• Prepare and process routine correspondence, memos, forms, and other documents. 
• Assist with the coordination of athletic events, including scheduling, facility reservations, and communication. 

Communication & Emergency Response:

Serve as a central communication hub for the athletic department, disseminating information effectively to relevant parties. 

Act as a key point of contact and communication coordinator during major emergencies or disasters, following established protocols. 

Other Essential Duties:

• Maintain the organization and functionality of the athletic office, including managing supplies and equipment. 
• Assist with the preparation of reports, presentations, and other materials as needed. 
• Perform other duties as assigned by the Athletic Director or designated personnel.

OTHER JOB FUNCTIONS:

• Maintain proficiency in the operation and features of the school's telephone service system. 
• Assist with the preparation and distribution of office mailings, including bulk mailings. 
• Contribute to a positive and collaborative work environment by demonstrating effective human relations and communication skills. 
• Adhere to all established safety practices and procedures. 
• Adhere to all district rules, regulations, and policies, including those specific to the athletic department. 
• Attend site and district meetings as required to stay informed and contribute to the overall school and athletic program goals. 
• Assist with the coordination of volunteer efforts related to athletic events. 
• Assist with the management of the athletic department calendars and scheduling.