Athletics Secretary - 12 month position

JOB TITLE:                          ATHLETICS SECRETARY

JOB PURPOSE:                   To provide high-level administrative support to the athletic director and department, ensuring the efficient operation of all athletic programs. This position plays a critical role in maintaining the confidentiality of sensitive information, coordinating schedules, managing communication, and fostering positive relationships with students, staff, and the community. The secretary will uphold the values of professionalism, organization, and collaboration to support the success and integrity of the school’s athletic programs.

PREFERRED QUALIFICATIONS:

• High school diploma; Bachelor’s Degree preferred
• 2-3 years secretarial experience preferred
• Proficient in the Google Workspace (Google Docs, Sheets, Slides, Calendar, Drive, Forms, and Gmail)
• Experience with scheduling software, database systems, and general office equipment
• Familiarity with athletic program operations, including scheduling practices, games, and transportation
• Knowledge of athletic terminology and event coordination preferred
• Such additions and alternatives to above qualifications as may be appropriate and acceptable

REQUIRED SKILLS:

• Understanding of FERPA (Family Educational Rights and Privacy Act) and adherence to privacy guidelines related to student and staff information

• Ability to maintain professionalism in all interactions, ensuring trust and respect within the school and athletic community
• Exceptional ability to prioritize tasks, handle multiple responsibilities simultaneously, and meet deadlines in a dynamic environment
• Detail-oriented approach to managing schedules, budgets, and communication

• Strong verbal and written communication skills, with the ability to compose and edit correspondence, announcements, and reports

REPORTS TO:        Athletic Director         

RESPONSIBILITY/ACCOUNTABILITY:                     

Responsible for quality and quantity of own work as assigned by assigned administrator.

PERFORMANCE RESPONSIBILITIES:

1. Act as the first point of contact for inquiries related to the athletic department, providing clear and helpful responses while redirecting to appropriate staff when necessary.

1. Create and maintain all department, coach, athlete, sport, and team files in a manner which promotes easy retrieval of required information when necessary and ensures confidentiality.

1. Answer phones, screen calls, take messages, forward calls as appropriate. Record and relay appropriate information as necessary. Assure messages are relayed to appropriate athletic/PE staff in a timely fashion. Use technology (e-mail, e-blasts, school website, etc.) to expedite communications in the most effective way possible.

1. Coordinate athletic schedules, including practices, games, and facility usage, ensuring accuracy and minimal conflicts. Assist in any re-scheduling due to weather/cancellations for other reasons. Assure communication of all changes to appropriate parties.

1. Maintain the athletic director’s calendar, prioritizing appointments and deadlines.

1. Disseminate schedules, updates, and announcements to coaches, students, parents, and stakeholders in a timely manner.

1. Maintain accurate records for student-athlete eligibility, physicals, and compliance with state and district regulations.

1. Assist in budget tracking and prepare financial documentation as needed.

1. Assist in organizing athletic events, including transportation logistics, officials’ coordination, and facility preparation.

1. Provide administrative support during events, ensuring smooth operations.

1. Safeguard all confidential information, including student records, athletic program details, and personnel matters.

1. Demonstrate quick and effective decision-making to resolve scheduling conflicts, logistical challenges, and unforeseen issues.

1. Perform word processing, data entry, photocopying, labeling, mailings and filing tasks of various kinds to meet departmental requirements and needs.

1. Maintain all required forms, reports, surveys, used by the department.

1. Coordinate all seasonal sport requirements for the department: collect, verify, & maintain physical documentation, insurance fees, academic eligibility; submit appropriate paperwork for post season play, and assist coaches in preparations for awards banquets.

1. Assure all CIAC and FCIAC filing requirements are completed within established timelines. Assure communication with coaches regarding CSDE certification status and any pending state requirements.

1. Work closely with Human Resources department to assure that all hiring and recruitment guidelines are adhered to. Prepare posting requisitions in automated applicant tracking system for all open coaching positions per HR timelines.

1. Work collaboratively to assist new or veteran coaches with certification paperwork and information.

1. Prepare any purchase orders or requisitions, utilizing district on-line system, for the department as necessary.

1. Utilize district’s online “Use of Building” software, FMX, for all athletic events.

1. Maintain positive working relationship with booster clubs.

1. Organize senior Senior Athletic Awards and Senior Awards Picnic at the end of the school year.

1. Maintain high level of ethical behavior and confidentiality of information about students.

1. Proactively work to utilize work day effectively; manage time to meet workload demands and building schedules.

1. Maintain positive and professional relationships with co-workers.

1. Demonstrate flexibility, responsiveness to changing priorities, and ability to work independently with minimal supervision.

1. Perform other related duties as required or requested.

PHYSICAL REQUIREMENTS:

Normal office physical demands; ability to work in busy office environment; ability to work at desk for long periods of time often in a sedentary position; ability to file required documents in a timely fashion; ability to lift file boxes and supplies up to 10 lbs.

TERMS OF EMPLOYMENT:       12 month position

EVALUATION:                               Performance of this job will be evaluated annually by the Athletic Director in accordance with the collective bargaining agreement between the Wilton Board of Education and UPSEU.

Wilton Public Schools is committed to a policy of equal opportunity for all qualified persons.

Wilton Public Schools does not discriminate in any employment practice, education program, or educational activity on the basis of race, color, religious creed, sex, age, national origin, ancestry, marital status, sexual orientation, gender identity or expression, disability (including, but not limited to, intellectual disability, past or present history of mental disorder, physical disability or learning disability), genetic information & testing, Family & Medical Leave status, protected veteran status, or any other basis prohibited by Connecticut state and/or federal nondiscrimination laws.

Wilton Public Schools prohibits retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.