The Administrative Assistant for Afternoon Programs and Athletics provides comprehensive administrative and operational support for the Afternoon Program and Athletics Department. This role manages daily office operations, maintains athletics-related systems and records, coordinates schedules and communications, supports departmental budgeting and invoicing, and assists with events, facilities scheduling, and special projects. The Administrative Assistant serves as a key point of contact for students, families, faculty, coaches, visiting teams, and outside partners while ensuring efficient day-to-day operations of the office.
This is a full-time, non-exempt staff position and is benefit-eligible.
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES
Serve as the first point of contact for the Afternoon Programs and Athletics Office by greeting visitors and responding to phone and email inquiries.
Maintain office records, calendars, schedules, and general correspondence.
Purchase and manage office supplies.
Coordinate conference room reservations and other departmental logistics.
Maintain and manage athletics-related systems and databases, including Finalsite, Veracross, Viscomm, and rink scheduling software; oversee data entry and updates for team and student information, schedules, scores, calendars, access permissions, reporting, and related department records.
Prepare and distribute seasonal, weekly, and daily athletic schedules, including practice schedules, game schedules, cancellations, and weather-related changes.
Coordinate and distribute team rosters to coaches, families, and visiting schools.
Assist with preseason registration and athletic participation requirements.
Track student afternoon activities and related approvals.
Coordinate transportation requests, scheduling, and vehicle key management.
Coordinate end-of-season awards and recognition events.
Maintain athletic records, team statistics, and historical program records.
Manage ordering, engraving, and distribution of awards and recognition items.
Support communication with coaches regarding seasonal participation, records, and award information.
QUALIFICATIONS
Bachelor’s degree preferred
3-5 years of experience with increasing responsibility
Experience working in an athletic environment is preferred but not required.
The ability to effectively present information to students, parents, and school administrators in writing and orally
Discretion and the ability to handle confidential and sensitive matters appropriately
Proficiency and experience with Google Suite, Microsoft Office applications; experience using enterprise management systems like Veracross and website applications, like Finalsite;
Ability to effectively multi-task while working in a highly organized fashion
An open and collaborative work style. A high level of integrity and a strong work ethic
Must be able to work collegially; must be committed to working in a diverse community and have the ability to communicate effectively with diverse populations.
Successful completion of a criminal records background investigation.
SALARY RANGE
$24.00 to $25.00 per hour. Please note that the quoted salary range is not a guarantee of what the final salary offer might be. Variables include years of work experience, industry-specific experience, education level, etc.
HOURS
Monday – Friday, typically 7:30 am to 4:00 pm. Work from home may be available at certain points of the year, including breaks and summers.
SUPERVISION RECEIVED This position reports to the Director of the Afternoon Programs and Athletics
The Governor’s Academy, the oldest boarding school in New England, inspires and engages inquisitive students in ninth through twelfth grade. Our 456-acre campus is located thirty miles north of Boston and five miles south of Newburyport, a classic New England coastal town. Govs has approximately 400 students and 200 employees.
Govs faculty and staff are committed to creating and cultivating an intentionally diverse and inclusive community that allows students to learn from each other’s unique backgrounds and experiences, discover their passions, find and use their distinctive voices, and achieve academic and co-curricular excellence. We welcome applications from candidates of all backgrounds.
Adults in our community are professionals who appreciate individuality, collaboration, and service to others— all so that we can go far together.
STATEMENT OF SCHOOL VALUES
As an educational community, the Academy has an administration, a faculty, and a student body committed to learning. We pursue this commitment in a dynamic environment that fosters lifelong intellectual independence, responsibility, teamwork, service, and respect for others. We are committed to creating and maintaining a diverse and inclusive community that is physically and emotionally healthy.
In order to provide equal employment and advancement opportunities to all individuals, employment decisions at the Academy are based on merit, qualifications, and skills.
The Academy is committed to a policy of non-discrimination for all employees and qualified applicants and strives to promote equity in all areas of employment. The Academy is committed to ensuring that employment decisions are made without regard to race (including traits historically associated with race, such as protective hairstyles), color, sex, pregnancy, childbirth or related medical conditions, age, religion, national origin, ancestry, sexual orientation, gender identity, physical or mental disability, veteran status, military service, application for military service, genetic information, or any other characteristic protected by applicable law (“Protected Characteristics”). The Academy will make reasonable accommodations for qualified individuals with known disabilities, in accordance with applicable law.
This commitment is evident in all aspects of our employment practices and policies, including recruiting, hiring, selection, job assignment, promotion, compensation, discipline, termination, and access to benefits and training.
Any employees or qualified applicants with questions or concerns about any type of discrimination in the workplace are encouraged to bring these issues to the attention of their immediate supervisor or the Human Resources Office. Employees can raise concerns and make reports without fear of reprisal. Retaliation against an individual for making a good faith report of discrimination is unlawful and is strictly prohibited by the Academy. Anyone found to be engaging in any type of unlawful discrimination or retaliation in violation of this policy will be subject to disciplinary action, up to and including termination of employment.
