Job Description

Position: Athletic Administrative Assistant

Reports to: Athletic Director

Position Goal: The Athletic Administrative Assistant provides administrative support to the Athletic Director and acts as a liaison to the coaches, faculty, staff, students, parents, and alumni. This position requires you to complete time-sensitive documents, maintain confidential information, keep records for future use, balance multiple projects/changing priorities during stressful situations, and have a flexible work schedule predicated on the sports season. 

Qualifications:

• High School diploma or equivalent
• 1-2 years of administrative assistant experience, preferably in an Athletic Department setting.
• Proficient in Google Suite and team scheduling software.
• A clear testimony of Jesus Christ as his/her Savior.
• Strong communication, administrative, and organizational skills.
• Strong attention to detail and the ability to multitask.
• Ability to build strong and positive relationships.
• Agrees to TPCS’s Athletic Purpose Statement, which reads: Traders Point Christian Schools is committed to developing and maintaining an athletic program that is Christ-Centered, comprehensive, competitive, and allows each athlete a unique venue to be a witness for Christ by using his or her God-given talent to move and play. 

Primary Responsibilities: 

• Maintain and update the athletic department master schedule for all home and away events.
• Confirm events with competing schools each week for all events.
• Assist the Athletic Director with scheduling games. 
• Organize and manage meetings and events.
• Maintain records of athletic department finances.
• Organize and file sports-related documents, contracts, and waivers.
• Coordinate with coaches to ensure all equipment and facilities are prepared for practices/games.
• Assist with the recruitment process - maintaining documentation and schedules for visits.
• Help plan and execute athletic events with AD - home games, tournaments, and fundraising events.
• Initiate team communication with families and student-athletes regarding schedules, updates, and policies.
• Confirm game officials for each event each week.
• Coordinate and arrange transportation for away athletic events.
• Coordinate and manage the AD’s calendar to prevent scheduling conflicts.
• Schedule appointments and send reminders for upcoming meetings.
• Draft responses to routine emails and follow up as needed. 
• Ensure that action items from emails are added to the Director’s task list.
• Create and maintain a library of email templates for routine communications.
• Prioritize tasks and deadlines for the Athletic Director to ensure efficient time use.
• Manage concessions, including inventory control, restocking, purchasing, equipment cleaning/maintenance, and staffing.
• Prepare and audit the cash box for concessions.
• Manage student athletes' physicals, athletic fees, and registrations
• Track student athletes' eligibility and notify the AD of standings
• Assist the AD in the inventory/storage of athletic uniforms and equipment.
• Handle questions from parents, the general public, staff, and students concerning all sports activities. 
• Assist in compiling information and preparing reports, schedules, correspondence, athletic handbook, team rosters, etc., as needed. 
• Answer and respond to incoming phone calls and emails.
• Communicate for Athletics through ParentSquare and other social media sources
• Other duties as assigned. 

Physical Requirements: 

• Must be able to lift 50 pounds
• Must be able to sit for long periods of time

Work Status: This is a full-time, salaried, entry-level position.

Work Schedule: Monday through Friday, 7:30 am - 4:00 pm (with a 30-minute lunch break). This is a 12-month position.

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