Athletic​/Activities Administrative Assistant

7-12 Athletic/Activities Administrative Assistant

Ballard CSD Ballard High School – Huxley, Iowa. Open in Google Maps.

• Job : 5694064
• Final date to receive applications: Posted until filled
• Posted: May 06, 2026 2:10 AM (UTC)

Position Purpose — To provide comprehensive administrative and operational support to the Athletic/Activities Department, ensuring efficient coordination of athletic and extracurricular programs while fostering clear communication between students, staff, families, and community partners.

• Provide daily administrative support to the Athletic/Activities Director and department staff.
• Coordinate scheduling, calendars, and logistics for athletic and extracurricular events.
• Serve as a primary communication hub for coaches, students, parents, officials, and visiting schools.
• Prepare, distribute, and maintain accurate correspondence, announcements, and activity‑related information.
• Assist with game day and event operations including setup needs, staffing coordination, and issue resolution.
• Maintain accurate records related to participation, eligibility, and activity documentation.
• Support registration processes, forms collection, and compliance tracking requirements.
• Manage purchase orders, invoices, and other financial documentation in coordination with district procedures.
• Update and maintain websites, social media platforms, and communication tools as directed.
• Answer phones, greet visitors, and provide general front‑office support as needed.
• Ensure accuracy, confidentiality, and organization of department records and information.
• Collaborate with coaches and staff to support smooth execution of activity programs.
• Perform other duties as assigned to support the Activities Department.

Additional Duties — Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Equipment — Uses standard office equipment such as computer, copier, telephone.

Travel Requirements — Limited travel to and from meetings may be required.

• General understanding of school operations, athletics, and/or activity programs.
• Familiarity with administrative procedures, record‑keeping, and office systems.
• Basic understanding of budgeting, purchasing, and financial documentation processes (preferred).
• Knowledge of customer service principles and effective communication practices.
• Strong written and verbal communication skills.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• Proficiency in Google Workspace and/or Microsoft Office applications.
• Ability to accurately maintain records, data, and documentation systems.
• Strong problem‑solving skills and attention to detail.
• Ability to learn and adapt to district‑specific software and platforms.
• Strong interpersonal skills for working with students, staff, parents, and the public.
• Ability to work independently while also contributing to a team environment.
• Ability to remain calm and effective in fast‑paced or high‑traffic situations (event days).
• Ability to handle confidential information with discretion and professionalism.
• Ability to communicate effectively with a wide range of stakeholders.
• Ability to organize and coordinate multiple events and responsibilities simultaneously.
• Ability to support evening and occasional weekend activities as needed.
• Ability to represent the Activities Department in a positive and professional manner.

Works in standard office and school building environments. Primarily sedentary office work with frequent periods of sitting, standing, and walking. Regular use of computers, phones, and other standard office equipment. Occasional lifting or moving items up to 25 lb. Ability to move throughout school facilities and activity venues as needed, including occasional stairs or outdoor environments. Extended periods of time working at events may require standing or walking for long durations.

Fast‑paced environment during peak activity seasons requires flexibility and adaptability. Public interaction and occasional exposure to varying weather conditions…