Athletic Administrative Assistant Job at Traders Point Christian Schools, Inc., Whitestown, IN

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  • Traders Point Christian Schools, Inc.
  • Whitestown, IN

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.

Job Tags

Full time, Monday to Friday, Flexible hours,

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