Athletic Department Administrative Assistant

ATHLETIC DEPARTMENT ADMINISTRATIVE ASSISTANT

DESCRIPTION OF DUTIES (Updated 2.12.25)

1

DUTIES

DESCRIPTION

PHONES & RECEPTION

• Answer incoming phone calls to the Athletic Office and greet visitors and deliveries to the office.

ATHLETIC REGISTRATION PROCESS (FINALFORMS)

• Maintain electronic records in FinalForms of the athletic registration process for athletes in grades 6-12. (Athletic physicals, consent forms, doctor’s notes, etc.) Clear all athletic physicals in FinalForms.

• Upload athlete’s medical notes, clearance forms, concussion info, etc. into their FinalForms accounts.

• FinalForms specialist for parents and staff.

EVENT CONFIRMATIONS

• Confirm events with opponents and officials 7-14 days prior to every home/away HS and JH event.

• Use email template and send roster (A) game day info and visitors guide (H). Call if no response.

• Maintain a live shared spreadsheet of HS and JH event confirmations.

• Use event confirmation sheet to complete event worker POs at the conclusion of each season.

GAME DAY PACKETS

• Create Game Day packets for all home HS and JH event. (rosters, official’s contact info PA folder, etc.)

ROSTERS

• Build and maintain accurate electronic rosters for all HS and JH teams.

• Print rosters (gameday packer) and upload electronic rosters to athletic website for all home events.

• When building rosters; enter jersey numbers, grades, heights, etc. in FinalForms for each team for eventual IHSAA tournament entry list creation.

MONEY BOXES

• Create a money box for each home HS and JH event. Count boxes and prepare deposits (next day).

TICKET MANAGEMENT STATE BOARD OF ACCOUNTS

• Assign ticket colors to each HS and JH home event.

• Keep track of the State Board of Accounts paperwork and account for all tickets sold.

• Work with school treasurer on deposits and electronic ticketing process and paperwork.

GAME DAY PLANNING AND SET UP

• Assign locker rooms, hang game day sigs, set up ticket booths, prep cooler and officials welcome, etc.

• Maintain special game day events such as fundraisers, band/choir, halftime performances, etc.

• Hospitality Coordinator for large events (football, conference basketball, tournaments)

EVENT WORKERS

• Confirm event staff for HS athletics prior to each season (announcers, scorekeepers, chain gang, etc.)

• At the end of each season, complete purchase orders for payments for all HS and JH event workers.

EVENT CANCELLATIONS EVET RESCHEDULING

• Assist Athletic Director with cancelling and rescheduling teams, officials, transportation, etc.

• Update event confirmation spreadsheet.

TRAVEL CONSENT SPREADSHEET

• Hide past travel consent entries - daily.

• Prior to each season, update the google form to the current season’s sports list.

EVENTLINK PAY

• Assist Athletic Director with electronically paying the officials or each HS and JH events.

PURCHASE ORDERS and DEPOSITS

• Complete purchase orders for Athletic Department invoices (tournament fees, trophies, assigners, etc.)

• Collect money from ticket sales, fundraisers, donations, entry fees, etc. and turn in to ECA Treasurer.

• Provide all POs and Deposits to Athletic Director for signature prior to turn in to ECA Treasurer.

• Maintain spreadsheet/accurate records for all deposits into athletic accounts via square (passes, play/musicals, spirit wear, etc.)

EVENTLINK REGISTRATIONS

• Keep a live shared spreadsheet of all Eventlink Registration deposits for each team.

• Build Eventlink Registration forms and links for each summer camp, fall leagues, clinics, etc.

CORPORATE SPONSORSHIPS

GYM WALL SPONSORSHIPS COMMERCIAL ADS FOR PROGRAM BOOK

• Assist Athletic Director with soliciting corporate sponsorship donations (Gym Wall Sponsorships and Commercial Ads in Program Book) by preparing and managing a sponsorship campaign.

• Maintain accurate records of corporate sponsorship donations.

• Send logos to sign fabrication company for design, approval, and production.

ATHLETIC PROGRAM BOOK

• Collect Commercial Ads from Corporate Sponsorship Campaign and sell Spotlight ads.

• Build Fall, Winter, and Spring Program Books from template.

ALL SPORT PASSES

• Design and order annual cards (1300). Manage sales, records, and deposits of All Sport Passes.

ATHLETIC DEPARTMENT ADMINISTRATIVE ASSISTANT

DESCRIPTION OF DUTIES (Updated 2.12.25)

2

COACHES MEETINGS

• Assist Athletic Director by updating the PowerPoint, planning, and presentation of the Coaches Meetings held in August and Feb/March.

PARENT MEETING

• Assist Athletic Director by updating the PowerPoint, planning, and presentation of the Annual Parent Meeting in August.

GRADE CHECKS

• Confirm athlete eligibility by assisting with grade checks (2nd set of eyes).

FACILITY SCHEDULING

(EVENTLINK)

• Enter and update (ass needed) practice, workout, youth league schedules and assign facility in E-Link.

NEPTUNE GAMETIME

• Coordinate with captains of varsity teams to create seasonal warm up and walk-up music playlists.

COACHES INFO

• Create and maintain spreadsheet of seasonal coaches contact information.

• Update master athletic department email distribution lists.

SENIOR NIGHTS

• Coordinate senior night recognition for all varsity teams.

UNIFORM INVENTORIES

• Maintain updated inventory records of school owned uniforms issued to athletes (launder and store).

ATHLETIC HIGHLIGHTS P

• Assist Athletic Director with maintaining record of athletic accomplishments and creation of annual accomplishments highlight pamphlet.

JUNIOR HIGH AWARDS

End of the season:

• Maintain record of each athlete’s athletic participation.

• Prepare awards for each team for banquet. (certificates, issue numerals, etc.)

HIGH SCHOOL AWARDS

End of the Season:

• Maintain record of each athlete’s athletic participation.

• Collect end of season summary sheets and order awards, patches, bars, pins, plaques, etc.)

• Prepare awards package for each team (certificates, patches, bars, pins, plaques etc.)

End of Year:

• Academic All-Conference recognition

• Three Sport Athlete recognition

• Assist Athletic Director with Senior Awards

ATHLETIC PICTURE DAYS INTERSTATE STUDIO

• Coordinate HS and JH Athletic team and All-Conference Picture Days.

IHSAA SECTIONAL ENTRY LISTINGS

• Assist Athletic Director with data collection and entry for submission of IHSAA Sectional Entries.

IHSAA TRANSFER WAIVERS

• Assist Athletic Director with data collection and entry for submission of IHSAA Transfer Waivers.

LETTER JACKETS

• Point person for letter jacket fittings, ordering, and payment collection.

SCHOOL RECORDS

• Maintain the master school record spreadsheet and update/order record boards as needed.

OFFICIALS

• Assist the Athletic Director with inviting and assigning officials for non-assigner sports.

TOURNAMENTS (REGULAR SEASON AND IHSAA)

• Order trophies, build rosters/programs, diagrams, assist with tournament planning.

• Assist Athletic Director with planning and execution of IHSAA tournament host site responsibilities.

• Keep an updated electronic file on each tournament (checklists, equipment needed, gym layouts, etc.)

NEW HIRE PACKETS

• Ensure that all new-employee documents are completed. Submit file to Athletic Director for approval.

HUDL LUNCHES

• Host Ambassadors, game day staff, coaches, and Administrators for HUDL lunches. (70-75 people)

MISCELLANEOUS TASKS

• Game Manager at Athletic Events as scheduled.

• Other duties assigned by Athletic Director.

Job Type: Full-time

Pay: From $17.57 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Evening shift

Work Location: In person

Salary : $18