Job Title:           Administrative Assistant – Athletic Director                   Exemption Status/Test:  Nonexempt

Reports to:        Athletic Director                                                         Date Revised:

Dept./School:    Athletic Department

Primary Purpose:

Facilitate the efficient operation of the athletic department by assisting the athletic director with planning and implementing all athletic functions within the district.  Provide clerical services to the athletic director and other staff members.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Proficient skills in keyboarding, data entry, word processing

Ability to use software to develop spreadsheets

Ability to prioritize workflow to address the multiple needs of the supervisor or the department

Ability to multi-task numerous complex administrative activities

Ability to maintain confidentiality

Effective communication and interpersonal skills

Experience:

2 years secretarial experience

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare and maintain multiple financial records and budgets for all athletic programs.
2. Coordinate ticket sales for all sports on district preferred platform.
3. Finding and securing workers for all athletic events as needed.
4. Working home events for both High School and Junior High when needed.
5. Initiate purchase orders, check requests, travel advance requests and work orders.
6. Receive all items for athletic department.
7. Assist with the deposit of all funds and request payments through athletic activity account.
8. Prepare and audit cash boxes for all athletic events that require cash sales.
9. Assist with the deposit of all fund, prepare/review all purchase orders and maintain petty cash department funds.
10. Handle questions from parents, general public, teachers, counselors and administrators concerning all sports activities.
11. Maintain and prepare all supplemental pay for game officials/event staff.
12. Assist in compiling information and preparing reports, schedules, correspondence, athletic handbook, team roster, etc. as needed.
13. Assist in training new coaches on office procedures.
14. Help coordinate with maintenance department on field and facility repairs.
15. Assist in making the arrangements for all play-off-games.
16. Submit and pay all entry fees for all athletic events.
17. Help distribute UIL information to all coaches.
18. Perform other duties as assigned by the director.

Supervisory Responsibilities: 

None

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress