Athletics Department Coordinator

Greenhill School; Addison (TX); On-site; USD 52,000 - 64,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Retirement plan

Competitive compensation

Job summary

Greenhill School is seeking a Department Coordinator to support the Athletics Department's day-to-day operations in Addison, TX. The role involves coordinating game schedules, travel, payments, and communications with coaches, students, parents, and vendors.

The position is full-time and 12 months, with some evenings and weekends required in alignment with the athletics calendar. Strong organizational skills and a collaborative, service-oriented mindset are essential.

Qualifications

• Undergraduate degree required.
• 3–5 years relevant work experience.
• Strong organizational skills and ability to manage multiple deadlines.
• Excellent written and verbal communication with coaches, students, parents, officials, and vendors.
• Proficiency with Microsoft Office and Outlook; comfortable learning ArbiterPay and website content systems.
• High level of discretion and professionalism handling confidential information.
• Collaborative, team-first attitude with strong customer-service orientation.
• Flexible to work evenings and weekends during athletics calendar.

Responsibilities

• Provide reports and information to coaches, parents, and staff via Outlook and the Greenhill site.
• Coordinate Athletics Department's electronic filing system.
• Manage payments for officials, reimbursements, check requests, and invoices.
• Partner with Business Office on student billing and tournament payments.
• Assist with budget creation, reporting, and analysis.
• Procure items for interscholastic teams through campus store.
• Coordinate travel arrangements for athletics events (bus, hotels, payments).
• Support scheduling, communications about events, and community updates.
• Distribute weekly game schedules and confirm details with opposing schools.

Skills

Organizational skills

Communication skills

Team player

Discretion

Customer service

Time management

Education

Undergraduate degree

Tools

Microsoft Office

Outlook

ArbiterPay

Website CMS

Job description

Description

SUMMARY

The department coordinator supports the Athletics Department's day-to-day operations. This position works closely with the Associate Head and Head of Athletics and with Business Office personnel. General responsibilities include confirming athletic game schedules; arranging travel; coordinating paperwork for coaches; ordering supplies and equipment; coordinating athletic ceremonies and awards; and student billing.

This is a full-time, 12-month position requiring some evening and weekend availability. Assignments are determined annually by program and enrollment needs and may be adjusted at the school's discretion.

IN THIS ROLE, YOU WILL…

• Utilize technology platforms (Microsoft Outlook, Greenhill website) to provide reports and information to coaches, parents, team parents, and school employees
• Coordinate the Athletics Department's electronic filing system
• Manage payment processes for officials (ArbiterPay), reimbursements, check requests, and invoices
• Partner with the Business Office on student billing, tournament payments, and related payment requests
• Partner with the Head of Athletics on budget creation, reporting, and analysis
• Process Business Office requests and coordinate with the Equipment Manager to procure items for interscholastic teams through the campus store
• Coordinate travel arrangements with the Head of Athletics, including bus transportation, hotels, and payment for out-of-town and overnight athletic trips
• Provide administrative support to the department, including community communications on Greenhill sporting events and cross-divisional collaboration
• Coordinate seasonal and team-related logistics for athletic ceremonies
• Partner with the Associate Head of Athletics on Middle School athletics issues as needed
• Provide administrative support for scheduling on-campus visits for guests and candidates
• Support social media communication channels for athlete and team promotion
• Assist with gameday administrative duties
• Distribute weekly game schedules to the campus community
• Confirm game details with opposing schools

Requirements

A SUCCESSFUL CANDIDATE HAS…

• Undergraduate degree
• 3 to 5 years of relevant work experience, preferably in an athletics department or school environment
• Strong organizational skills and the ability to manage multiple deadlines and shifting priorities in a fast-paced environment
• Excellent written and verbal communication skills, with the ability to interact professionally with coaches, students, parents, officials, and vendors
• Proficiency with Microsoft Office and Outlook, and comfort learning new platforms and software (e.g., ArbiterPay, website content systems)
• High level of discretion and professionalism in handling confidential student, family, and financial information
• A collaborative, team-first attitude paired with a strong customer-service orientation
• Comfort working both independently and as part of a team in a fast-paced, high-volume environment, including on gamedays
• Flexibility to work evenings and weekends in alignment with the athletics calendar

WHY GREENHILL

Greenhill is a place where challenging, meaningful work and a strong sense of community go together. Here is some of what you can expect when you join us:

• A community shaped by the values of excellence, integrity, courage, and compassion, reflected in how we work together every day.
• An active and ongoing commitment to diversity, equity, and inclusion, with real investment in building a school where every community member belongs.
• Colleagues who are skilled, collaborative, and genuinely invested in the school and each other.
• Professional development opportunities that support your growth, including access to networks, research partnerships, and professional learning.
• Competitive compensation and a comprehensive benefits package, including medical, dental, vision, life insurance, and retirement.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

• Regularly works in an office setting, with extended periods at a computer for scheduling, billing, and communications
• Regularly attends practices, games, and other athletic events on and off campus, including outdoor venues in varying weather conditions
• Ability to stand, walk, and move around athletic facilities and campus grounds, including uneven terrain such as fields, tracks, and courts
• Ability to speak clearly, hear, and communicate effectively in person, by phone, and in writing with coaches, students, parents, officials, and vendors, including in busy gameday environments
• Regularly uses close and distance vision for reading, data entry, and monitoring activity at games and practices
• Ability to occasionally lift, carry, and move athletic equipment, supplies, and gear weighing up to 35 lbs.
• Requires regular evening and weekend availability for home and away athletic events, in addition to standard office hours
• Some travel with athletic teams may be required
• Ability to maintain appropriate professional boundaries with students, coaches, staff, and all community members