What are the responsibilities and job description for the Athletic Office Assistant position at Sallisaw Public Schools?
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.
