POSITION SUMMARY
The Athletic Administrative Assistant at Orange Lutheran High School plays a vital role in supporting the daily operations of the Athletics Department. This position serves as a key point of contact for coaches, student-athletes, families, and the broader school community. Responsibilities include managing schedules, coordinating communications, assisting with event logistics, maintaining records, and helping ensure the smooth execution of athletic programs. This role is essential in fostering an environment where our student-athletes can grow in their faith, develop their talents, and compete with integrity.
Reports to: Athletic Director
Supervisory Duties: None
ESSENTIAL DUTIES
- Provide clerical and administrative assistance to all, athletic administration, and coaches
- Assist admissions with any departmental needs for athletics related to open houses/admissions events
- Answer incoming calls promptly, provide information, transfer calls, and/or take messages, as necessary
- Sort incoming mail and prepare outgoing mail, as necessary
- Support the athletic director in department projects
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Book facilities, coordinate food, decor, clean up, etc., as needed for on-campus events related to athletics.
- Maintain an Athletics Dashboard, which tracks all student numbers for participation purposes and other pertinent departmental data
- Schedule departmental meetings, communicate agendas, and take meeting minutes
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Process programmatic and departmental invoices/requisitions
- Champion and effectively communicate the Athletic Department's vision across all departments
- Work to coordinate any off-site facility needs for practices and/or games
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Athletic liaison in partnership with the business office related to sport fee billing
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Support the Athletic Director and Athletic Manager in the Transfer paperwork with CIF
- Support the athletic manager in the assistant coach hiring processes
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Partner with coaches and athletic administrators for any ordering needs
- Maintains and ensures the Athleticlink page is current and up to date
- Provide support for coaches on banquet and scholar-athlete certificates
- Provide departmental support related to communication through ParentSquare and/or email
- Partner with the business office and head coaches for the delivery of sports fees to our families
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Lead and manage the HomeCampus web platform, serving as the primary point of contact for all matters related to scores, rosters, and schedules for coaches, athletics department staff, and key stakeholders
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Provide support for the athletic clearance process for each new academic year
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Partner with coaches to develop and manage the athletic schedule, including games, practices, and events, pending approvals from the Athletic Director
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Lead the communication with visiting schools for football, girls' and boys' volleyball, girls' and boys basketball, girls' and boys soccer, and softball
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Game management support for home football games, including but not limited to: game entry for fans, security management, and sideline management
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Organize any additional security needs for home game events
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Create all home game contracts for all programs
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Lead for communication and schedule uploading for Arbiter, ScoreVision, GoFan, and NFHS streaming
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Collaborate with the Logistics and Transportation Coordinator to accurately input and manage transportation details for all teams, ensuring timely and efficient travel arrangements
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Scan, copy, and create hard copies and electronic documents
- Interact with parents, students, faculty, and staff; answer questions
- Take phone calls, respond to emails, and answer questions
- Monitor department calendar and department scheduling communication
- Track program participants and related logistics
- Assist with marketing/promotion efforts
- Attendance at evening and weekend events may be required during certain sports seasons and postseason playoffs
ADDITIONAL DUTIES
- All other duties as assigned
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position
Education
- A bachelor's Degree is required
Experience
A minimum of 3 years of working in a fast-paced, high-level administrative support role in athletics is required
LICENSES, CERTIFICATES, AND CLEARANCES
- Cleared Background/Fingerprint check
- Valid CPR certifications
- Cleared TB assessment
- Completion of Ministry Safe Training
KEY COMPETENCIES
Knowledge
- Knowledge of effective and efficient communication techniques, strategies, and procedures; proper telephone etiquette
- Knowledge of administrative and clerical procedures and systems, such as managing files and records, designing forms, and other office procedures and terminology
- Knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
- Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
- Knowledge of effective interpersonal communication strategies
- Knowledge of basic program/project management competencies
- Proficiency in video editing, Sibelius, Logic, Pro Tools, or other music editing platforms is a plus • Possess advanced competency in Excel, Google Suite Apps, and various Mac platforms
Skills and Abilities
- Intermediate to advanced computer skills, including data management, email, word processing, spreadsheet, and other relevant software applications; ability to learn new programs • Identify complex problems and review related information to develop and evaluate options and implement solutions
- Respond promptly to customer needs, requests, and assistance; meet commitments
- Use tact and diplomacy; maintain harmonious staff and public relations; represent the school credibly; relate well to a diverse group of individuals
- Prioritize and plan work activities; Use time efficiently
- Organize or schedule other people and their tasks
- Complete administrative tasks correctly and on time
- Compile data and information and prepare comprehensive reports
- Actively look for ways to help people
- Give full attention to what other people are saying, take time to understand the points being made, ask questions as appropriate, and do not interrupt at inappropriate times • Adjust actions with others' actions; Be aware of others' reactions and understand why they react as they do
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Use logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems
- Talk to others to convey information effectively
- Communicate effectively in writing, as appropriate, for the needs of the audience • Contribute regularly to reporting the impact of trends, data, and community culture • Contribute to building a positive team environment
PERSONAL CHARACTERISTICS
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Exhibit the highest level of Christian integrity his/her life reflects Christ-like morals, behavior, attitude, and leadership
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Integrate faith and prayer in the performance of job duties
- Foster a Christ-centered environment focused on Grateful Servanthood, Accountability, Compassion, and Collaboration, in alignment with our Guiding Principles
- Ability to articulate Christian faith
- An active member of a Christian church, Missouri Synod preferred
- Support the Mission and Statement of Faith of Orange Lutheran High School
PHYSICAL REQUIREMENTS
The employee must have the physical abilities to perform the essential functions of the job as outlined above
- Frequently move about the campus, sit for extended periods, talk and hear, and use hands to handle, feel, or grasp objects
- Occasionally stand, walk, push, pull, or lift up to 50 pounds, reach with hands or arms, climb, balance, stoop, kneel, crawl, taste, or smell
WORK ENVIRONMENT
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
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The majority of work is performed in a climate-controlled school setting, with occasional outside exposure to varying weather conditions
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The noise level is that of a typical quiet office setting, with occasional exposure to moderate to loud noise at school events
This job description intends to provide a representative summary of the essential functions that will be required of positions given this title and should not be construed as a declaration of specific duties and responsibilities of any particular position. Employees will be assigned specific job-related duties through their hiring departments. Specific job-related duties assigned by hiring departments shall be consistent with the representative essential functions listed above and shall not be construed as expanding a particular position’s role, scope, and FLSA status, or grade.
