Athletic Department Administrative Assistant

Position PurposeUnder the direct supervision of the athletic director, to provide a wide variety of complex and confidential administrative and secretarial support, communicating information to athletic departments in other districts, students, parents and others as required, and to assist in ensuring compliance of department/program activities with legal, administrative and district policy requirements.Essential FunctionsCoordinate the athletic office acting as a receptionist and primary contact source for parents, student-athletes, coaches, contest officials, and vendors, screening and routing calls as appropriate.Prepare and maintain records of physicals, medical releases, drug testing forms, and concussion forms for all student-athletes.Prepare and maintain records of roster management.Facilitate the transportation needs of the athletic department.Prepare a variety of documents including rosters, forms, flyers, schedules, etc.Prepare purchase orders.Count and deposit game receipts.Maintain records of athletic contracts.Communicate and confirm contest times and locations with opposing schools and game officials.Confirm eligibility of student-athletes before each contest season.Complete, update, and submit forms to the IHSAA as needed.Additional DutiesPerforms other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the department. Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.EquipmentUses standard office equipment such as personal computer, copy machine, and telephone.Travel RequirementsLimited travel to and from meetings may be required.Knowledge, Skills And AbilitiesAbility to describe problems and work orally or in writing to supervisor as required.Ability to establish and maintain cooperative working relationships with others contacted in the course of work.Ability to carry out instructions furnished in written or oral form.Ability to add, subtract, multiply and divide, and perform arithmetic operations as needed for position.Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).Ability to problem solve job-related issues.Ability to work with a diverse group of individuals.Ability to process paperwork accurately according to standardized procedures.Ability to maintain confidentiality of information regarding students, employees and others.Organizational and time management skills.Knowledge of office management procedures.Knowledge of laws and regulations, district policies and procedures, principles, guidelines, and best practices related to department (e.g., Pupil Services, Human Resources, Facilities and Business).Physical and Mental Demands, Work HazardsWorks in standard office and school building environments.Ability to work outdoors during outdoor student activities.See the Summary of Physical, Sensory and Environmental Requirements Needed to Perform Essential Job Duties for this position.Qualification ProfileHence providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:Graduation from high school.College level course work in business, word processing, and office procedures welcomed.Associates or Bachelor's degree welcomed.Successful experience with office management in related area preferred.FLSA Status: Non-exemptAimee Harvey, Athletic Director, aharvey@danville.k12.in.us