Administrative Assistantto the Athletic Director

Job Title: Administrative Assistant to the Athletic Director

Department:Athletic Department

Reports To:Athletic Director

Classification:Full-time staff contract

Hours: 35 hours/week August 1-June 14; 10 hours/week June 15-July 31

Benefits: Applicable per designated classification

Approved by: S. Bult Prepared Date:February 2018

The Administrative Assistant to the Athletic Director must be a spiritually mature and sensitive individual who understands and fully supports the mission of WheatonAcademy. The ability to work independently and handle confidential information appropriately are pre-requisites. The individual should possess a strong work ethic, enjoy problem solving, communicate professionally and patiently with parents, students, staff and faculty and must be willing to adapt to change. The individual would also have a capacity and passion to develop communications and seize opportunities, under the direction of the Athletic Director, which will increase awareness and participation in Athletic events.

Essential Duties and Responsibilities include the following. Other administrative duties may be assigned.

  1. Athletic Office Management
  2. Help manage and organize the Athletic office to ensure a welcoming and tidy environment for all visitors and families.
  3. Respond in a timely manner to general emails sent to the Athletic Department and the Athletic Director.
  4. Maintain the Athletic Director’s calendar
  5. Assist with accounts payable as needed, including payment of tournament fees.
  6. Be mindful of overall security and cleanliness of Field House and report blatant violations
  7. Coordinate Emergency Action plan with nurse
  8. Athletic Communications
  9. Communicate administrative responsibilities to coaches
  10. Make sure all new coaches are IHSA compliant and added to the website
  11. Confirm games with opponents; send and collect varsity rosters as needed
  12. Working with Admissions, ensure that all incoming freshman and transfer students have required IHSA paperwork on file.
  13. Athletic Scheduling
  14. Update facilities calendar and sidearm
  15. Coordinate Early Dismissal schedule
  16. Coordinate transportation schedule for WA buses
  17. Assist the AD with planning Coaches meetings in the Fall, Winter and Spring
  18. Help plan and organize the Fall and Winter Kick offs
  19. Assist with the planning of Homecoming week with AD
  20. Coordinate Pass List for Tournaments, Regional, Sectional and Super Sectionals with IHSA
  21. Athletic Data and Recordkeeping
  22. Create and update Athletics documentation and forms
  23. Collect and oversee status of physicals for all athletes on Magnus
  24. Maintain rosters for all WA sports
  25. Report individuals “cut” from sports tryouts to Student Services Counselor
  26. Update Blackbaud with athletes each season for eligibility
  27. Maintain coaches contact information
  28. Coordinate and collect the parent and player surveys at the end of each season

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Bachelor’s Degree (B.A. or B.S.) or equivalent from a four-year college is preferred; or six months to one-year related experience and/or training; or equivalent combination of education and experience.

Computer Skills

To perform this job successfully, an individual should have knowledge of; Microsoft Excel, Word, Outlook, PowerPoint and Publisher software. Experience with Dream weaver and Adobe Photoshop preferred, but willing to train.

1

10/23/2018