POSITION: Administrative Assistant for Athletics

 

SCOPE

The Athletic Department exists to develop excellence in student-athletes, where God is honored in all aspects of their lives as well as disciple student-athletes spiritually, athletically and socially. The position of Administrative Assistant supports the Athletic Director, Assistant Athletic Director and coaches, implementing all policies and needs to efficiently organize the Athletic Department.

QUALIFICATIONS

The candidate shall possess characteristics that reflect:

• A strong clear Christian testimony with a mature and godly spirit
• A daily example of the highest Christian virtue both in and out of school
• Commitment to faithful attendance and support of a church whose beliefs are in agreement with the Christian Academy Statement of Faith
• Agreement and belief that The Bible is the final authority concerning truth, morality, and the proper conduct of mankind

The ideal candidate shall possess:

• Proficiency in Google Suite
• Effective and professional interpersonal communication skills
• The ability to adapt to scheduling and specific needs associated with each sport
• The ability to adapt to current needs and deadlines of the Athletics Department

ACCOUNTABILITIES / RESPONSIBILITIES

 

Specific Duties

• Collect and maintain files of Student Sports Physicals, Student/Parent Contracts and parental release forms for medical information
• Process all materials associated with Coaches & Student Athlete Handbooks, Student/Parent Contracts and Head Coach Team Notebooks
• Submit work orders using on line program for maintenance issues and repairs
• Create, organize orders and distribute Athletic Annual Passes
• Register all coaching education classes for all coaches
• Coordinate team transportation needs for each season
• Obtain all new transfer students list (gr. 9- 12) and omplete all documents associated with transfers (maintain annual files of transfers and status)
• Collect and forward weekly grade checks to coaches
• Maintain communications to KHSAA on schedules, fees, rosters, eligibility forms, etc.
• General support as needed for the Athletic Department

Financial Duties

• Collect and track all sports athletic fees, sport specific fees, banquet costs, etc
• Process all purchase orders
• Count, code and deposit all gate receipts and concession sales
• Maintain files on all ticket sales forms
• Submit entry fees for all teams competitions when needed
• Maintain timely and accurate accounts payable & receivable records
• Submit payroll documents for all coaches
• Deposit all sales of Athletic Annual Passes
• Submit check requests for all transportation contracts
• Create and submit all “end of the year” reports for annual audit

Organizational Duties

• Set up CPR and First Aid classes for coaches and send notices
• Organize Team Photo days
• Organize storage and maintain condition of equipment room
• Organize, compose, prepare, distribute and transport all bulk mailings
• Organize and coordinate Seasonal Coaches Orientation meetings

OUTCOMES

• Timely customer service response and resolution to athletic department
• Accurate documentations processed for athlete and department
• Accurate accounts receivables to finance department

REPORTING RELATIONSHIP

 

This Administrative Assistant is responsible to the Athletic Director.