Athletics Operations Administrative Assistant

Job Title: Athletics Operations Administrative Assistant

Employment Status: Full-time

Reports to: Athletics Director

Work Schedule: Monday-Friday, 8:30 a.m.-4:30 p.m. or as needed based on 40 hours per week

Essential Job Functions:

● Greet incoming visitors, answering phone calls, professionally assist constituencies

● Comfortable with technology, using multiple software packages as required

● Answer or find answers for all inquiring parents, faculty, staff, teachers, and students

● Be familiar with OHSAA and Miami Valley Conference regulations

● Complete other assignments requested by the Athletics Director

Job Qualifications

● Able to maintain the highest level of confidentiality

● Strong organizational skills and attention to detail

● Able to manage multiple priorities, delivering quality work on a deadline

● Proven relationship building skills with varied constituencies (colleagues, faculty, parents, students, coaches)

● Able to work independently

● Enjoy interactions with students, coaches, and parents

● Able to work in a fast-paced, collaborative team environment

● Must be proficient in Microsoft Office Suite applications such as - Word, Outlook, Excel, Publisher, Power Point, Photoshop

● Must be a professing Christian comfortable in a denominationally diverse community

● Must have experience working in a high-volume office environment

Specific Responsibilities

Athletic Operations & Scheduling

● Manage all athletic scheduling within Veracross for Kindergarten through Grade 12, ensuring accuracy and timely updates.

● Coordinate and confirm all athletic events, practices, transportation, and facility schedules in Veracross.

● Assist in developing and maintaining athletic calendars and operational schedules.

Transportation Coordination

● Schedule and confirm all bus transportation for athletic teams and related school events.

● Communicate transportation details with coaches, drivers, and appropriate school personnel.

● Coordinate schedule adjustments and resolve transportation conflicts as needed.

Administrative Support

● Assist the Athletic Director with timely and accurate communication to students, families, coaches, faculty, and staff regarding schedules, changes, and athletic operations.

● Prepare and distribute athletic schedules, travel itineraries, and operational information.

● Coordinate and maintain all necessary athletic operational schedules, including practice schedules, game-day logistics, facility usage, and special events.

● Ensure all required documentation and information are collected and maintained for athletic operations.

Operational Coordination

● Work collaboratively with coaches, campus administrators, and other departments to support the daily operation of the athletic program.

● Monitor scheduling conflicts and proactively coordinate solutions.

● Assist with special events, tournaments, postseason contests, and other departmental initiatives as assigned.

● Complete additional assignments as requested by the Athletic Director.

 

CHCA is an equal opportunity employer. All qualified candidates will be considered.

Essential functions under the Americans with Disabilities Act may include any of the duties, knowledge and skills listed above. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular attendance is an essential function of this job.

The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS: While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.

WORK ENVIRONMENT: The noise level in the work environment is usually moderate.

MENTAL FUNCTIONS: While performing the duties of this job, the employee is required to compare, analyze, communicate, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile and negotiate.