What are the responsibilities and job description for the Administrative Assistant to Athletics and Activities position at Urbandale Community School District?
JOB TITLE: Administrative Assistant to Athletics & Activities
CLASSIFICATION: Classified
FLSA STATUS: Non-Exempt
IMMEDIATE SUPERVISOR: Director of Athletics & Activities
RECEIVES GUIDANCE FROM: Superintendent’s Cabinet
PURPOSE OF POSITION: To provide support to the Director of Athletics & Activities and the programs for which they are responsible.
QUALIFICATIONS: (Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)
A. Skills, Knowledge, and Abilities:
1. Ability to operate a variety of standard office equipment including computer, printer, scanner, ten-key calculator, copy machine, fax machine, telephone, etc.
2. Ability to speak professionally and effectively in order to properly convey or receive information.
3. Ability to create, format, and edit written communication that is clear and professional.
4. Must be able to interact in a positive manner with students, faculty, parents, other staff members, vendors, and community members.
5. Ability to work efficiently and meet deadlines.
6. Ability to be well organized and customer service oriented.
7. Ability to accurately use and maintain databases.
8. Ability to fluently use software such as Microsoft Office and Google apps.
9. Must possess good judgment and be willing to work in a self-directed manner.
10. Must be able to maintain a reliable attendance record.
B. Education:
1. At least one year of specialized training beyond high school.
C. Experience:
1. 3-5 years experience as an executive secretary or secretary for multiple persons.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required and assigned.
1. Reception and Office Support
- Greet visitors to the athletics and activities office and direct them to the proper location.
- Keep an accurate list of calls, information requests, meetings and schedules.
- Maintain the current calendar, schedule meetings, and arrange facilities for meetings.
- Keep inventory of athletics and activities office supplies.
2. Organization of Information and Files
- Maintain an accurate filing system for the office, including physical filing cabinets and electronic storage on internal server and Google drives.
- Keep an organization system for student files.
- Maintain accurate student data and information to include athletic physical information as well as other requirements according to district and state guidelines to ensure students are appropriately registered for athletics and activities.
- Assists in the completion of end-of-season or end-of-year data collection and document creation including but not limited to awards or certificates, yearly review, and news releases.
- Utilize the student information system to manage rosters, track attendance and provide updates on log entries.
3. Financial Support
- Assist in budget preparation, monitoring expenditures, and maintaining budget records.
- Process purchase orders, invoices, and reimbursements for supplies and services.
- Assist in acquiring quotes for various programs.
- Coordinate the registration and renewal of software and programs required for athletics and activities such as Hudl, HyTek, and Neptune.
- Coordinate online ticketing operations by setting up events, tickets, and passes within the ticketing system and manage inventory and deposits according to district guidelines.
- Assists in the procuring of additional transportation options, hotel rooms, tickets/passes, and facilities needs (storage pods, toilets, washing stations, etc.) for events or competitions. ? Support coaches, directors, and administrators with registration for camps, clinics, and conferences.
4. HR Systems Support
- Collaborate with HR to report professional leave absences for coaches and directors.
- Communicate with building offices when staff members need to leave early or arrive late for competitions or events so coverage can be secured.
- Support interview and hiring process by preparing documents, communicating with applicants, and setting up interview times.
- Assist in procuring badges and distributing keys for new staff members and collecting badges and keys from outgoing staff members.
- Provide support to new employees on all onboarding tasks and questions such as navigating district systems and databases including but not limited to ParentSquare, HR sites, PowerSchool, and email.
- Help monitor completion dates for required trainings, evaluations, and certifications.
5. Communication
- Serve as a point of contact for applicants, new hires, employees, students, families, the community, and other schools or outside organizations regarding athletics and activities information.
- Draft and send communication to stakeholders with athletics and activities schedules and information.
- Ensure effective communication between various departments including but not limited to central administrative offices, school buildings, and the health office.
- Assists in the development and maintenance of game day graphics and social media.
- Responsible for portions of the sports information program to include the maintenance of j-hawks.com, www.cimlsports.org and Bound including but not limited to updating rosters, schedules, and other team information.
- Assists in the preparation for game day and event operations including event information sheet, gate list, announcers scripts, programs, and information pertaining to special events, guests, or acknowledgments.
- Assists in the development and management of all live streamed events.
- Mails communication to students and families as needed.
6. Coordination
- Collaborates with the bus company to arrange buses for athletics and activities and communicates bus times with coaches, directors, and building staff.
- Works with coaches, directors, and the district office to reserve district vehicles.
- Reserves facilities for athletics and activities practices, events, and competitions and serves as the point of contact for Community Education and other buildings who want to reserve space that athletics and activities oversees (e.g. PAC or sports field/court).
- Works with coaches and directors to schedule times for doors to be locked and unlocked for practices, competitions, and events.
- Places work orders for maintenance, custodial, and technology on behalf of the athletics and activities department.
7. Reports all matters of relevance to the Director of Athletics & Activities and other pertinent athletics and activities staff and stakeholders and performs other duties as assigned by the Director of Athletics and Activities.
SUPERVISION OF OTHERS: None
PHYSICAL REQUIREMENTS:
- Ability to organize and think clearly while communicating, organizing, and evaluating.
- Repetitious bending, lifting, stooping, kneeling, hand movement and lifting up to 50 lbs.
- Drug, tobacco, and alcohol free while working.
- Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.
- Ability to operate a motor vehicle used to travel between sites.
WORKING CONDITIONS:
- Majority of work is performed in an office or school setting.
- Occasional exposure to body fluids, fumes, noise, hazardous materials and emergency situations.
TERMS OF EMPLOYMENT:
- 12 months per year.
- Performance evaluated annually.
- Per Board Policies and administrative guidelines.
No student enrolled in the Urbandale Community School District shall be excluded from participation in, be denied the benefits of, or be subjected to discrimination in the District's programs on the basis of race, color, creed, sex, religion, marital status (for program), ethnic background, national origin, disability, sexual orientation, gender identity, age (for employment) or socio-economic background (for program). The policy of the District shall be to provide educational programs and opportunities for students as needed on the basis of individual interests, values, abilities and potential. There is a grievance procedure for processing complaints of discrimination. If you have questions or a grievance related to this policy please contact the district office at 11152 Aurora Ave, Urbandale, IA or call 515.457.5000. The district's Equity Coordinator is Ms. Stephanie Davis, daviss@urbandaleschools.com.
Salary : $21
