Administrative Assistant - Athletics Department

Applitrack; United States; On-site; USD 38,000 - 52,000; Full time

Job summary

Applitrack Athletics Department is seeking an Administrative Assistant to provide comprehensive administrative, clerical, and operational support. This position serves as a primary point of contact for staff, students, parents, and the public, ensuring daily operations are conducted efficiently, accurately, and professionally.

The Administrative Assistant supports communication, coordination, recordkeeping, and compliance activities essential to District operations.

Qualifications

• High school diploma required.
• Post-secondary coursework or degree may be required or preferred based on assignment.
• Prior administrative, clerical, or office support experience preferred.
• Experience in a school, educational, or public-sector environment preferred.
• Assignment-specific experience may be required depending on department or program needs.

Responsibilities

• Serve as primary point of contact by answering phones, responding to emails, greeting visitors and directing inquiries appropriately.
• Provide administrative support to supervisors, administrators, and department staff.
• Prepare, maintain, and distribute correspondence, forms, reports and other documentation.
• Coordinate schedules, meetings, coverage, events and logistics as assigned.
• Manage daily front office operations for athletic office.
• Support Athletic Director with coordination of athletic events.
• Assist with payroll for all game workers and coaches consistent with District guidelines.
• Communicate effectively and professionally with staff, students, parents, and external stakeholders.
• Support front office, departmental, or program communication needs.
• Maintain discretion and confidentiality when handling sensitive information.
• Enter, update, track, and verify information in district systems and databases.
• Maintain accurate records related to students, staff, programs, attendance, enrollment, finances, or operations as assigned.
• Utilize Google Workspace, Microsoft Office, and district-approved software applications.
• Assist with purchasing, budgeting, payroll documentation, or financial tracking following established procedures.
• Support compliance-related processes such as audits, reports, counts, testing, enrollment, or program documentation.
• Monitor deadlines and ensure timely completion of required tasks and submissions.
• Coordinate information and workflows between departments, buildings, or outside agencies.
• Provide back-up support to other administrative staff as needed.
• Assist with special projects or seasonal activities as assigned.

Skills

Communication

Customer service

Data entry

Office software

Payroll support

Scheduling

Education

High school diploma

Post-secondary coursework or degree

Experience in school/public-sector environment

Prior administrative, clerical, or office support experience

Tools

Google Workspace

Microsoft Office

Job description

Administrative Assistant - Athletics Department JobID: 18492

• Position Type: Administrative and Business Office Support/ Secretary/Clerical

The Administrative Assistant provides comprehensive administrative, clerical, and operational support to assigned departments, programs, or school buildings. This position serves as a primary point of contact for staff, students, parents, and the public, ensuring daily operations are conducted efficiently, accurately, and professionally. The Administrative Assistant supports communication, coordination, recordkeeping, and compliance activities essential to District operations.

Qualifications

Education & Experience

• High school diploma required.
• Post-secondary coursework or degree may be required or preferred based on assignment.
• Prior administrative, clerical, or office support experience preferred.
• Experience in a school, educational, or public-sector environment preferred.
• Assignment-specific experience may be required depending on department or program needs.

Essential Duties and Responsibilities

• An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform.

Administrative Support and Office Operations

• Serve as primary point of contact by answering phones, responding to emails, greeting visitors and directing inquiries appropriately.
• Provide administrative support to supervisors, administrators, and department staff.
• Prepare, maintain, and distribute correspondence, forms, reports and other documentation.
• Coordinate schedules, meetings, coverage, events and logistics as assigned.
• Manage daily front office operations for athletic office.
• Support Athletic Director with coordination of athletic events.
• Assist with payroll for all game workers and coaches consistent with District guidelines.

Communication and Customer Service

• Communicate effectively and professionally with staff, students, parents, and external stakeholders.
• Support front office, departmental, or program communication needs.
• Maintain discretion and confidentiality when handling sensitive information.

Records, Data, and Systems Management

• Enter, update, track, and verify information in district systems and databases.
• Maintain accurate records related to students, staff, programs, attendance, enrollment, finances, or operations as assigned.
• Utilize Google Workspace, Microsoft Office, and district-approved software applications.

Operational, Financial, and Compliance Support

• Assist with purchasing, budgeting, payroll documentation, or financial tracking following established procedures.
• Support compliance-related processes such as audits, reports, counts, testing, enrollment, or program documentation.
• Monitor deadlines and ensure timely completion of required tasks and submissions.

Collaboration and Coordination

• Coordinate information and workflows between departments, buildings, or outside agencies.
• Provide back-up support to other administrative staff as needed.
• Assist with special projects or seasonal activities as assigned.

Reports To

Athletic Director

Physical Demands and Work Environment

While performing the duties of this position, the employee regularly works in an office environment with a controlled climate. The employee routinely sits for extended periods, uses computers and standard office equipment, and communicates in person and electronically. The position requires frequent speaking, hearing, and close visual attention to screens and documents, with occasional standing, walking, and light lifting of files or materials. Exposure to hazardous or environmental conditions is minimal.