Administratrive Assistant

Job Title

ADMINISTRATIVE ASSISTANT I – SUPERVISORS/COORD/DEPT.

Starting Date: Jul 1, 2026

Salary: $39,582 to $50,773 Per Year

Performs responsible administrative and technical work coordinating the district’s Use of Facilities program and related activities. Responsibilities include administering facility use requests, maintaining facility schedules, reviewing documentation for compliance, preparing estimates and invoices, coordinating with school administrators and community partners, and administering the FMX facility management system. Work is performed under general supervision of the Athletics Coordinator II.

• Coordinating and administering the district’s Use of Facilities program for schools, athletic facilities, auditoriums, cafeterias, parking areas, and other district properties.
• Serving as the primary point of contact for community organizations, vendors, and external users seeking access to district facilities.
• Administering the FMX facility management system, including maintaining facility calendars, workflows, user access, scheduling records, and program documentation.
• Reviewing facilities use applications for completeness and compliance with Board policies, administrative regulations, insurance requirements, and applicable procedures.
• Approving or denying routine facility use requests in accordance with established guidelines and escalating exceptions, conflicts, or unusual circumstances to the appropriate administrator.
• Coordinating facility use approvals with principals, building administrators, athletics staff, custodial personnel, and other district departments.
• Preparing facility rental estimates, use agreements, invoices, and related correspondence.
• Coordinating with the Finance Department regarding payment processing, deposits, account reconciliation, and revenue tracking to ensure appropriate internal controls and segregation of duties.
• Monitoring and maintaining required insurance certificates, permits, licenses, and other supporting documentation from facility users.
• Responding to inquiries and providing guidance regarding facility availability, rental fees, district requirements, and facility use procedures.
• Preparing reports related to facility utilization, revenue generation, scheduling activity, and program performance.
• Identifying scheduling conflicts and working collaboratively with school and district staff to resolve issues.
• Maintaining accurate records and files associated with facility use requests, agreements, payments, and supporting documentation.
• Assisting with the implementation and administration of online payment systems and related process improvements.
• Fostering positive working relationships among school administrators, district staff, community organizations, vendors, and facility users.
• Performing related tasks as required.

Thorough knowledge of standard office procedures, practices, and equipment; working knowledge of facility scheduling and event coordination practices; ability to interpret and apply policies, procedures, and regulations; ability to maintain accurate records and prepare reports; ability to operate and administer computerized scheduling and facility management systems; ability to communicate effectively orally and in writing; ability to establish and maintain effective working relationships with administrators, staff, vendors, community organizations, and the general public;

ability to exercise sound judgment and discretion when reviewing facility use requests.

Bachelor’s degree in Business Administration, Public Administration, Sports Management, Education Administration, Communications, or a related field and some experience in administrative support, customer service, event coordination, facilities scheduling, finance, or a related area; or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities. Relevant work experience may be substituted for the educational requirement on a year-for-year basis.

This employer does not knowingly discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, or national origin.

Non-exempt