Athletics Program Assistant

City of Charlottesville; Charlottesville (VA); On-site; USD 28,000 - 39,000; Part time

Job summary

City of Charlottesville seeks an Athletics Program Assistant to help plan, coordinate, and supervise athletic programs, facilities, and events. The role supports staff and volunteers, ensuring smooth operations and adherence to city policies.

Evening and weekend shifts are common, with on-site work aligned to department scheduling. Responsibilities include facility scheduling, safety enforcement, staff training, and maintaining program records and reports.

Qualifications

• Associate degree in sports management, recreation, physical education, or related field.
• At least 6 months of experience in a role serving recreational, educational, sports management or similarly related field.
• High School diploma or GED and at least 1 year of experience in a related field.
• 3+ years of experience in a related field.
• Equivalent combination of education and experience may be considered.

Responsibilities

• Assist in planning, implementing, leading, instructing, promoting, and supervising athletic programs and events.
• Schedule and supervise facility use by participant groups and enforce safety rules.
• Interview, train, and supervise temporary staff and volunteers.
• Update athletics website with scores and standings.
• Maintain policies, procedures, and safety standards.

Skills

Customer service

Supervision

Event planning

Policy compliance

Facility coordination

Education

Associate degree in sports management

High School diploma or GED

3+ years experience in recreation/sports management

Tools

Microsoft Office

Job description

Athletics Program Assistant

The Athletics Program Assistant performs responsible work assisting in the planning and coordination of athletic programs, activities, facility usage, rentals, and leagues/tournaments. This position assists with supervising programs and temporary or volunteer staff and provides support to ensure the effective and efficient operation of athletic activities and facilities; reports to the Athletics Program Manager.

The hiring amount for this position is $23.00 an hour. This is a temporary, variable-hour position with no guaranteed minimum number of hours per week and is not eligible for city benefit s. While occasional daytime shifts may be available, the typical schedule primarily falls between 4:00 PM and 11:00 PM, with a strong emphasis on evening and weekend hours based on league activity and operational needs, which are subject to change.

For example, most shifts occur on weekday evenings (e.g., Monday through Friday) and during weekends (Saturday and/or Sunday), depending on the season and programming. This is an on-site position and requires availability aligned with department scheduling.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

• Assists in planning, implementing, leading, instructing, promoting, and supervising of various athletic programs, activities and related events suited to the needs of participants.
• Assists in the scheduling and supervising the use of facilities by participant groups; informs and enforces safety and other rules and regulations; maintains order among participants when necessary.
• Assists in interviewing, training, and supervising temporary program personnel and volunteers.
• Updates athletics Quick Score website with scores and standings.
• Ensures that all policies, procedures, regulations, services, health, and safety factor procedures of the city and department are followed.
• Instructs program personnel in appropriate participant oversight methods.
• Tracks performance measures for programs; maintains financial records and tracks program accounts.
• Prepares reports on programs, activities and events, materials, and supplies.
• Responds to and communicates with participants, parents, and co-workers effectively, professionally, courteously, and thoroughly, including in the handling of complaints and concerns.
• Assists in developing and maintaining contact with various community groups, schools, and organizations.
• Works flexible schedule to include early mornings, weeknights, weekends, and holidays.
• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and reliable attendance.

Education and Experience:

Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education.

Associate degree in sports management, recreation, physical education, or related field,

• AND at least 6 months of experience in a role serving recreational, educational, sports management or similarly related field.

OR

• High School diploma or GED AND at least 1 year of experience in a role serving recreational, educational, sports management or similarly related field.

OR

• 3 or more years of experience in a role serving recreational, educational, sports management or similarly related field.

OR

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

Certifications/Licenses/Other Requirements:

• Minimum age: 21
• Must obtain and maintain a valid Virginia driver's license and acceptable driving record according to city criteria.
• Required to successfully pass a pre-employment background check and pre-employment drug screen.
• This is a safety sensitive position subject to drug and alcohol testing for pre-employment, reasonable suspicion, post-accident and random testing.

Preferred:

• Some experience in a supervisory or lead role.

Knowledge, Skills, Abilities and Other Characteristics:

Job Knowledge

• Working knowledge of a recreation environment.
• Knowledge of standard practices and procedures related to recreation programs.
• General knowledge of effective customer service practices.

Reading

• Intermediate: ability to read and understand written materials such as program policies, newspapers, magazines, journals, multi-step instruction manuals, and reference materials.

Writing

• Intermediate: ability to organize data and write clear and concise reports, prepare materials such as business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math

• Basic: Ability to perform the four basic arithmetic operations of addition, subtraction, multiplication, division

Communication Skills

• Intermediate: Establishes and maintains effective positive communication with participants, parents, staff, and the public. Provides general information on current policies and procedures. Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Independence and Decision-Making

• Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties.

Technical Skills

• Basic: uses standard technical skills appropriate to the assigned and apparent job responsibilities. Skilled in operating a computer to develop reports and track program accounts, including Microsoft Office applications and departmental software.

Fiscal Responsibilities

• Maintains financial records and tracks program accounts.

Supervisory Responsibilities

• Assists in supervising program staff or volunteers.

Other Characteristics

• Organization and time management skills, sometimes under strict time constraints.
• Excellent customer service skills.
• Works closely with others as part of a team.
• Independently balances multiple complex tasks.
• Frequent change of tasks.
• Ability to work a flexible schedule to include early mornings, weeknights, weekends, and/or holidays.
• May require dealing with angry, frustrated and/or upset individuals.

Physical Demands:

• Medium Work: Exerting up to 50 pounds of force occasionally, and/or up to 25 pounds of force frequently, and/or up to 10 pounds of force constantly to lift, carry, push, pull or otherwise move objects.
• Requires constant moving about athletic fields and facilities.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).

Machines, Tools, Equipment, Software and Hardware:

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Work Environment:

• Work may be performed indoors or outdoors depending on programming.
• Work is performed where there may be exposure to extreme temperatures, extreme brightness, dirt, dust, and blood-borne pathogens. Work is also exposed to computer screen for extended periods of time, monitor glare and dust.
• The noise level is usually moderate.