Athletic Programs Assistant, Full-Time

College of the Desert (CA); Palm Desert (CA); On-site; USD 43,000 - 78,000; Full time

Job summary

College of the Desert seeks an administrative assistant to support its Athletic Program, performing clerical and secretarial tasks, determining student-athlete eligibility, and coordinating communications. The role involves handling schedules, records, and related administrative duties to ensure smooth operation of varsity activities.

The position requires a high school diploma with secretarial coursework and several years of clerical experience, plus strong organizational and communication

Qualifications

• High school diploma with secretarial courses or related business courses; 3 years clerical experience.
• Knowledge of athletic program terminology, codes, rules and regulations.
• Strong oral and written communication and record-keeping skills.

Responsibilities

• Perform a wide variety of secretarial and clerical duties in support of the athletic program.
• Evaluate eligibility of student athletes for participation in varsity sports.
• Coordinate communication and prepare information concerning the athletic program.
• Maintain records, prepare reports, and handle correspondence and scheduling.

Skills

Secretarial experience

Clerical duties

Communication skills

Record-keeping

Education

High school diploma

Tools

Office software

Computer graphics

Job description

Under the direction of the Athletic Director, perform a wide variety of clerical and secretarial functions in support of the College's athletic programs; evaluate and verify eligibility of student athletes for participation in College varsity sports activities; coordinate communication, prepare and disseminate information concerning the athletic program.

1. Conduct eligibility meetings with student athletes and coaches; evaluate information submitted by student athletes to determine eligibility for participation in varsity sports activities in accordance with established requirements and regulations.
2. Query the College's automated records system to determine number of units successfully completed or enrolled by students; calculate grade point averages and verify insurance and health screening information.
3. Distribute final eligibility lists and clearance information to the Conference Commissioner, coaching staff and others according to established timelines.
4. Coordinate communication with Admissions and Records personnel; establish orientation dates for new and continuing student athletes and assist with registration.
5. Perform a variety of clerical and secretarial duties in support of the Athletic Program and coaching staff; type reports, maintain records, answer telephones and distribute mail; maintain a variety of records and files related to athletic eligibility and participation, health screenings, State and Conference championships, sports contests and trophies.
6. Compile, compose and type letters, memoranda, rosters, lists, cards, purchase orders and other materials; produce computer graphics for flyers, rosters and athletic schedules, game programs and letterhead; produce orientation literature and obtain items for orientation packets.
7. Provide assistance and interpretation to supervisors and coaching staff regarding State and Conference Code sections; coordinate with Athletic Director and coaches special events and tournaments.
8. Perform bookkeeping duties for the Department and Varsity Club; monitor accounts of student athletes with deferred payments to assure tuition payments are current.
9. Arrange for sports and awards banquets; order and maintain office supplies; process maintenance requests on office equipment.
10. Operate computer and peripheral equipment to enter data, maintain records and generate reports; utilize various software applications as required.
11. Perform related duties as assigned.

EDUCATION AND EXPERIENCE

Any combination equivalent to: graduation from high school including or supplemented by courses in secretarial science or related business courses and three years of responsible secretarial and clerical experience.

KNOWLEDGE AND ABILITIES

Knowledge of: Athletic program terminology, practices and procedures; conference and State Athletic codes, rules and regulations; modern office practices, procedures and equipment; receptionist and telephone techniques; record-keeping techniques; correct English usage, grammar, spelling, punctuation and vocabulary; oral and written communication skills; applicable sections of State Education Code and other applicable laws; interpersonal skills using tact, patience and courtesy; operation of office machines including computer equipment.

Ability to: Perform and coordinate office, secretarial and clerical work involving independent judgment and requiring accuracy and speed; learn to interpret and explain College and athletic program policies, rules and objectives; add, subtract, multiply and divide quickly and accurately; understand and interpret rules and written directions and apply to specific situations; compose correspondence independently; perform duties effectively with many demands on time and constant interruptions; operate office machines including computer terminal, typewriter, copier, calculator and others; type at 40 words per minute from clear copy; establish and maintain cooperative and effective working relationships with others; meet schedules and time lines; plan and organize work; communicate effectively both orally and in writing to exchange information; work independently with little direction; sit for extended periods of time.

CLASSIFIED BARGAINING UNIT POSITION

• Classified Bargaining Unit Position
• Classified Staff Salary Range 10
• Retirement System: CalPERS (upon meeting eligibility criteria)

Salary placement is contingent on education, experience, and department budget.

WORKING CONDITIONS

Environment: Office environment.

SCHEDULE & LOCATION

• This position is scheduled 40 hours per week, 12 months per year.
• The schedule is Monday – Friday from 8:00 a.m. – 5:00 p.m.
• The primary location is Palm Desert Campus.
• The schedule and location are subject to change based on District need.

REQUIRED APPLICATION AND REQUIRED UPLOADED DOCUMENTS

• Online Application: All sections of the College of the Desert District online application must be completed including education and experience.
• Resume: Must include length of employment (month/year start and end dates) for each employer.
• Cover Letter: Please address how you meet the minimum requirements for this position and any special qualifications you possess.

OPTIONAL UPLOADED DOCUMENTS

• College Transcripts: Academic transcripts of all college level coursework showing date degree awarded from an accredited institution. For consideration, degree(s) must be awarded at the time of application. Unofficial transcripts are acceptable at time of application. Successful candidate must provide official transcripts upon hire. Non-U.S. transcripts must include a certified U.S. evaluation (i.e., NACES agency: www.naces.org) at the time of application. Diplomas will not be accepted in lieu of the required transcripts.

REQUIRED IN YOUR APPLICATION

• List of References: References should include at least two supervisors and one colleague. Please include name, title, email and current phone numbers. Letters of reference will not be accepted in lieu of the required List of References.

IMPORTANT INFORMATION FOR APPLICANTS

• Applicants must be authorized to work for any employer in the U.S.
• College of the Desert does not offer sponsorship nor take over sponsorship for an employment VISA.
• Employment is contingent on residence in California.

• Incomplete application packages will not be considered.
• All submitted materials become the property of College of the Desert Community College District and will not be returned or copied and will be considered for this position only.

• Salary placement will be contingent on all materials submitted for this position.

• Applicant bears the sole responsibility for ensuring that the application package is complete when submitted.
• All travel arrangements will be at applicant’s expense.
• Application materials must be received by the deadline. Application materials received after the closing deadline will not be accepted.
• For online application, information, and instructions, visit the College of the Desert job opportunities website at https://www.collegeofthedesert.edu/faculty-staff/human-resources/career-opportunities.php or call [phone].

• FAQs: For additional information, click here: Recruitment – Frequently Asked Questions.

TIMELINES

• For consideration, please apply by October 7, 2026. Late submissions will not be accepted.
• Interviews are tentatively scheduled in-person on November 16, 2026.
• Final Interviews are tentatively scheduled in-person on November 23, 2026.
• Tentative schedule is subject to change based on District need.