Description:
Administrative Assistant to Athletics
Part-time, 10-months
Forman School seeks a highly organized, collaborative, and student-centered Administrative Assistant for Athletics to support the Athletic Department's daily operations. This position plays an essential role in coordinating attendance, managing communications, overseeing logistics, organizing events, maintaining records, and supporting departmental operations to ensure the smooth functioning of the School’s athletic programs.
The Administrative Assistant works closely with the Athletic Director, coaches, the CCE Office, Health Center, faculty, families, and students to promote clear communication, student accountability, and comprehensive support for student-athletes. This individual serves as a central point of contact for the Athletic Department and helps ensure efficient day-to-day operations in a fast-paced school environment.
The ideal candidate will demonstrate exceptional organizational skills, attention to detail, professionalism, flexibility, initiative, and the ability to manage multiple priorities independently. Candidates should be comfortable with proactive problem-solving, anticipating departmental needs, and maintaining confidentiality while supporting students, families, and colleagues.
As a member of the Forman community, this individual will support the School’s mission to empower students who learn differently while contributing positively to an inclusive, student-centered campus culture.
Forman School Mission, Promise, and Core Values
Forman School is an independent, coeducational, college preparatory school for boarding and day students with identified learning differences. Forman develops the whole student, based on each individual’s learning profile, so that all graduates become educated, confident self-advocates throughout life.
Forman is committed to sustaining an inclusive environment that fosters a deeper understanding of differences in race, gender, sexual orientation, age, ethnicity, religion, socioeconomic status, geographical origin, physical ability, and family structure.
We believe society is strengthened when we learn from and embrace those with experiences and perspectives different from our own. Our community values truth, respect, and kindness.
Essential Responsibilities
Athletic Operations & Attendance
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Maintain daily athletic attendance records for all teams and programs.
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Track and account for students absent from practices, games, or athletic commitments.
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Communicate attendance concerns and repeated absences to the Athletic Director.
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Collaborate with the CCE Office regarding attendance contracts and student accountability.
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Coordinate with the Counseling Department and Health Center regarding students unable to participate.
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Maintain accurate student participation records and athletic eligibility information.
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Ensure student-athlete information is updated and organized in departmental systems.
Scheduling, Transportation & Logistics
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Maintain the athletic calendar, including practices, contests, transportation, facility usage, and special events.
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Coordinate transportation arrangements and confirm game schedules with opposing schools.
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Communicate schedule changes promptly with students, families, coaches, and faculty.
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Assist with game-day operations, including officials, scorekeeping, event preparation, and facility coordination.
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Coordinate postseason events, senior recognition events, athletic banquets, and other departmental functions.
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Ensure teams have necessary equipment and supplies.
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Assist with facility reservations and shared campus scheduling needs.
Administrative Support
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Provide general administrative support to the Athletic Director and coaching staff.
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Manage phone calls, emails, parent inquiries, and departmental correspondence.
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Support the daily operations of the athletic office, including greeting students, families, visitors, and vendors.
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Prepare reports, spreadsheets, rosters, schedules, and other departmental documents.
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Maintain accurate athletic records, files, and student participation information.
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Assist with uniform distribution, collection, inventory management, and laundering coordination.
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Coordinate equipment orders, purchasing requests, invoices, reimbursements, and departmental supply needs.
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Support budget tracking and organization of athletic department expenditures.
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Update athletic schedules, scores, standings, announcements, and other information on the Forman Athletics webpage and HVAL records.
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Assist with data entry and management within athletic, scheduling, transportation, and student information systems.
Communication & Collaboration
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Serve as a liaison between the Athletic Department and students, families, faculty, and outside organizations.
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Maintain clear and professional communication with coaches, opposing schools, transportation providers, and community partners.
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Collaborate effectively with campus offices to support student-athlete wellbeing and accountability.
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Help ensure a welcoming, organized, and student-centered athletic environment.
Requirements:
Qualifications
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High school diploma required; Associate’s or Bachelor’s degree preferred.
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Previous administrative, office management, or athletic department experience preferred, ideally in an independent school or educational setting.
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Strong organizational, communication, multitasking, and customer service skills.
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Ability to prioritize responsibilities, work independently, and manage multiple deadlines in a fast-paced environment.
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Demonstrated professionalism, discretion, and ability to maintain confidentiality regarding sensitive student information.
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Proficiency with Microsoft Office Suite and Google Workspace.
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Experience with scheduling systems, athletic management platforms, databases, website updates, and digital communication tools preferred.
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Familiarity with athletics and school operations preferred.
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Valid driver’s license preferred.
Physical Requirements
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Ability to move throughout campus and athletic facilities.
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Ability to lift and transport athletic equipment and supplies up to 25 pounds.
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Ability to work evenings or weekends during athletic seasons and special events.
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Ability to adapt to seasonal workload fluctuations throughout the academic year.
Equal Opportunity Statement
Forman School is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected status under applicable law.
