Athletic Administrative Assistant

ATHLETIC ADMINISTRATIVE ASSISTANT

REPORTS TO:

Athletic Director

REQUIRED QUALIFICATIONS

* Demonstrated ability to work collaboratively as a member of a team.

* Strong organizational skills with the ability to prioritize multiple tasks and meet deadlines.

* Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Forms, and Drive).

* Experience using Windows-based computers and Apple iPads.

* Ability to learn and effectively utilize athletic management and event software platforms, including Eventlink, Final Forms, MyIHSAA, and DJ Mic'd Up.

* Strong verbal, written, and interpersonal communication skills.

* Ability to maintain confidentiality and exercise sound judgment.

* Demonstrated attention to detail and accuracy, with the ability to maintain confidential and accurate records in a fast-paced environment.

* Excellent customer service skills.

* Ability to work effectively with diverse populations and stakeholders.

* Commitment to professional growth and continuous improvement.

POSITION RESPONSIBILITIES

* Serve as the primary administrative support professional for the Athletic Department.

* Provide exceptional customer service by answering phones, greeting visitors, and responding to inquiries from students, parents, staff, officials, and community members.

* Coordinate athletic schedules, transportation, officials, event workers, opponents, and facility usage.

* Maintain athletic schedules and event information within Eventlink, district calendars, and other department platforms.

* Process IHSAA tournament entries, reports, eligibility records, and postseason documentation through MyIHSAA.

* Support athletic department communications by distributing schedules, event information, and updates to coaches, schools, officials, and stakeholders.

* Assist with monitoring student-athlete eligibility and compliance with district and IHSAA requirements.

* Support collection and tracking of athletic participation documents through Final Forms and other compliance systems.

* Coordinate athletic event operations, including staffing, scheduling, and event preparation.

* Coordinate concession inventory, ordering, staffing, and operational readiness for athletic events.

* Order, organize, and maintain athletic awards, recognition materials, programs, and department publications.

* Maintain accurate team rosters and athletic records.

* Support hiring processes, onboarding requirements, and training record maintenance for athletic department personnel.

* Track event worker assignments, hours worked, and payment documentation.

* Assist with department purchasing, inventory management, and record keeping.

* Maintain accurate electronic records and databases using district-approved software platforms.

* Perform other duties as assigned by the Athletic Director.

Work Schedule:

215 days

Educational Requirements:

High School Diploma or Equivalency

Physical Requirements:

1. Seldom = Less than 25 % 2. Occasional = 26 to 50 %

3. Often = 51 to 75 % 4. Very Frequent = 76 % & above

* Ability to stand for extended periods of time. (2)

* Ability to lift 25 lbs. (2)

* Ability to carry 25 lbs. (2)

* Ability to work at a desk, conference table or in meetings of various configurations. (4)

* Ability to hear and understand speech at normal levels. (4)

* Ability to communicate so others will be able to clearly understand a normal conversation. (4)

* Ability to reach in all directions. (4)

Reasonable Accommodation:
The District will comply with all legal requirements relating to reasonable accommodation for employees and job applicants.

2025-26 Beech Grove City Schools Classified Employee Handbook (see page 12 for work and benefit schedule)