JOB SUMMARY: The Administrative Assistant to the Athletics/Activities Department provides comprehensive administrative and operational support to the high school athletic and activities program. This position coordinates day-to-day office functions; assists with purchasing, payables, and payroll-related submissions; supports coaches and sponsors with rosters, eligibility, and registration processes; and helps facilitate game/event operations to ensure contests are properly staffed, compliant, and well-communicated. The role serves as a primary point of contact for students, families, coaches, officials, and community members regarding athletic/activity questions, online registrations, physicals, and event information, and routes inquiries to the Athletic Director or other staff as appropriate.
QUALIFICATIONS
-
High school diploma or equivalent
-
Associate degree in Education, Business/Office Administration, or a related field preferred
-
Minimum of two years of administrative support experience
-
Proficiency in Google Workspace, Microsoft Office applications, and database management systems
-
Previous experience with student information systems preferred
ESSENTIAL FUNCTIONS & RESPONSIBILITIES
-
Serve as the primary point of contact for the Athletics & Activities office and provide professional customer service to students, families, officials, and community members.
-
Answer and route phone calls, emails, and inquiries and maintain effective communication with coaches, sponsors, and district departments.
-
Maintain an organized and professional office environment and support the Director of Athletics & Activities in promoting efficient operations and a positive experience for participants and visitors.
-
Process purchase requisitions, purchase orders, and payment documentation in accordance with district procedures.
-
Manage purchasing card reconciliations, maintain supporting records, and coordinate W-9 submissions with vendors and officials.
-
Prepare and send tournament invoices and assist with co-op reimbursement documentation.
-
Track and submit timesheets for hourly and event staff and assist with deposits and revenue collection.
-
Maintain expenditure records by sport and activity to support budget monitoring and reporting.
-
Receive and track deliveries, maintain office supplies, prepare mailings and recognition materials, and provide administrative support for department projects.
-
Generate and distribute registration and eligibility reports for athletic and activity programs.
-
Monitor participation requirements and physical expiration dates to ensure student eligibility.
-
Assist students and families with registrations and required documentation and maintain accurate records and rosters using district information systems.
-
Coordinate processes and data with middle school athletics staff to ensure consistency across programs.
-
Coordinate transportation requests with coaches and sponsors and submit trip information through district systems.
-
Communicate schedule changes, cancellations, and transportation updates with coaches, officials, event personnel, and the Transportation Department.
-
Maintain ongoing communication to ensure transportation and event logistics are effectively managed.
-
Prepare game programs, rosters, certificates, awards, and other materials for athletic and activity events.
-
Coordinate event staffing, including officials, gate workers, supervisors, and other support personnel.
-
Assist with event operations and provide on-site support as needed.
-
Support special events, recognition programs, Wall of Fame displays, and coordination with booster organizations and community partners.
-
Support the hiring process for coaching staff and maintain compliance documentation within district and state systems.
-
Complete all required district training and maintain compliance with district procedures.
OTHER FUNCTIONS
-
Assist with seasonal webpage updates.
-
Participate in professional learning opportunities related to assigned responsibilities.
-
Perform other job-related duties as assigned.
KNOWLEDGE, SKILLS & ABILITIES
-
Knowledge of general office administration, customer service practices, and recordkeeping procedures
-
Proficiency in Microsoft Office Suite, Google Workspace, and ability to learn district- and state-specific systems
-
Skill in operating standard office equipment and technology systems
-
Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
-
Excellent verbal, written, and interpersonal communication skills
-
Ability to maintain confidentiality and handle sensitive information with discretion
-
Ability to work independently, demonstrate initiative, and collaborate effectively
-
Ability to provide professional and courteous service
In evaluating candidates for this position, Johnston Community School District may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
PHYSICAL REQUIREMENTS & WORK ENVIRONMENT
-
Frequent sitting with moderate standing and walking
-
Ability to lift and carry up to 25 lbs.
-
Occasional stooping, bending, kneeling, and squatting
-
Occasional exposure to irritated/agitated individuals
-
Work is primarily performed in an indoor office environment
-
Ability to work occasional evenings and weekends in support of athletic & activities events
