Instructional Assistant Office- Athletics/Student Services

Northwest Allen County Schools; United States; On-site; USD 19,000 - 29,000; Part time

Job summary

Northwest Allen County Schools' Carroll Middle School is seeking a highly organized Athletic Secretary / General Office Secretary to support the Athletic Director and manage daily office duties such as answering phones and greeting guests.

The ideal candidate will coordinate schedules, maintain athletic records, assist with forms and invoices, and provide confidential, student-centered service to families and staff in a fast-paced middle school environment.

Qualifications

• High school diploma required.
• Experience in a school office, athletic office, or administrative support role preferred.
• Strong organizational and multitasking skills.
• Excellent interpersonal and customer service skills.
• Demonstrated ability to work positively with middle school students.
• Strong written and verbal communication skills.
• Proficiency with standard office technology and software (Google Workspace, student information systems, spreadsheets, etc.)

Responsibilities

• Assist the Athletic Director with creation, organization, and maintenance of athletic schedules and calendars.
• Coordinate athletic event details including facilities use, transportation coordination, and communication logistics.
• Maintain and track uniform and equipment inventory, distribution, and collection.
• Manage student athletic participation records and required forms (physical forms, eligibility documents, waivers, etc.).
• Coordinate concession stand ordering and inventory.
• Organize and manage athletic event worker and volunteer sign-ups.
• Assist with game-day preparations and post-event follow-up tasks.
• Support communication with coaches, staff, families, officials, and visiting schools.
• Maintain accurate athletic databases, rosters, and participation lists.
• Process purchase orders and invoices related to athletics as directed.
• As needed, welcome and assist visitors with a calm, supportive, and empathetic approach.
• As needed, help triage student needs and notify appropriate counselors or administrators.
• Maintain confidentiality when handling sensitive student information.

Skills

Organizational skills

Multitasking

Interpersonal skills

Customer service

Communication skills

Confidentiality

Education

High School Diploma

Tools

Google Workspace

Student Information Systems

Spreadsheets

Job description

Instructional Assistant Office- Athletics/Student Services JobID: 5686

• Position Type: School Support Staff/ Instructional Assistant


• Date Posted: 9/16/2026


• Location: Carroll Middle School

Instructional Assistant Office- Athletics

Hours/day: 7.0

Hourly Pay Range:

$13.91-$21.57

Position Summary -(Athletics/Student Services)

Carroll Middle School is seeking a highly organized, student-centered, and compassionate Athletic Secretary / General Office Secretary. This dual-role position supports the Athletic Director with the daily operations of the athletic program while also supporting office functioning such as answering phones and greeting guests. The ideal candidate demonstrates strong communication skills, attention to detail, and a heart for working with middle school students.

Primary Responsibilities

Athletic Department Support

• Assist the Athletic Director with creation, organization, and maintenance of athletic schedules and calendars


• Coordinate athletic event details including facilities use, transportation coordination, and communication logistics


• Maintain and track uniform and equipment inventory, distribution, and collection


• Manage student athletic participation records and required forms (physical forms, eligibility documents, waivers, etc.)


• Coordinate concession stand ordering and inventory


• Organize and manage athletic event worker and volunteer sign-ups


• Assist with game-day preparations and post-event follow-up tasks


• Support communication with coaches, staff, families, officials, and visiting schools


• Maintain accurate athletic databases, rosters, and participation lists


• Process purchase orders and invoices related to athletics as directed

General Office Responsibilities

• As needed, welcome and assist visitors with a calm, supportive, and empathetic approach


• As needed, help triage student needs and notify appropriate counselors or administrators


• Maintain confidentiality when handling sensitive student information


• Assist with student records, documentation, and office workflows


• Answer phones and respond to inquiries in a professional and caring manner

Qualifications

• High school diploma required


• Prior experience in a school office, athletic office, or administrative support role preferred


• Strong organizational and multitasking skills


• Excellent interpersonal and customer service skills


• Demonstrated ability to work positively with middle school students


• Strong written and verbal communication skills


• Proficiency with standard office technology and software (Google Workspace, student information systems, spreadsheets, etc.)


• Ability to maintain confidentiality and professionalism

Key Attributes

• Student-centered mindset with a compassionate and empathetic approach


• Friendly, welcoming, and calm presence under pressure


• Detail-oriented and dependable


• Strong problem-solving skills


• Team-oriented and collaborative


• Flexible and able to adapt to changing priorities