Administrative Assistant - Athletics & Activities

Johnston Community School District•Johnston, IA

1d•Onsite

About The Position

The Administrative Assistant to the Athletics/Activities Department provides comprehensive administrative and operational support to the high school athletic and activities program. This position coordinates day-to-day office functions; assists with purchasing, payables, and payroll-related submissions; supports coaches and sponsors with rosters, eligibility, and registration processes; and helps facilitate game/event operations to ensure contests are properly staffed, compliant, and well-communicated. The role serves as a primary point of contact for students, families, coaches, officials, and community members regarding athletic/activity questions, online registrations, physicals, and event information, and routes inquiries to the Athletic Director or other staff as appropriate.

Requirements

High school diploma or equivalent
Minimum of two years of administrative support experience
Proficiency in Google Workspace, Microsoft Office applications, and database management systems

Nice To Haves

Associate degree in Education, Business/Office Administration, or a related field preferred
Previous experience with student information systems preferred

Responsibilities

Serve as the primary point of contact for the Athletics & Activities office and provide professional customer service to students, families, officials, and community members.
Answer and route phone calls, emails, and inquiries and maintain effective communication with coaches, sponsors, and district departments.
Maintain an organized and professional office environment and support the Director of Athletics & Activities in promoting efficient operations and a positive experience for participants and visitors.
Process purchase requisitions, purchase orders, and payment documentation in accordance with district procedures.
Manage purchasing card reconciliations, maintain supporting records, and coordinate W-9 submissions with vendors and officials.
Prepare and send tournament invoices and assist with co-op reimbursement documentation.
Track and submit timesheets for hourly and event staff and assist with deposits and revenue collection.
Maintain expenditure records by sport and activity to support budget monitoring and reporting.
Receive and track deliveries, maintain office supplies, prepare mailings and recognition materials, and provide administrative support for department projects.
Generate and distribute registration and eligibility reports for athletic and activity programs.
Monitor participation requirements and physical expiration dates to ensure student eligibility.
Assist students and families with registrations and required documentation and maintain accurate records and rosters using district information systems.
Coordinate processes and data with middle school athletics staff to ensure consistency across programs.
Coordinate transportation requests with coaches and sponsors and submit trip information through district systems.
Communicate schedule changes, cancellations, and transportation updates with coaches, officials, event personnel, and the Transportation Department.
Maintain ongoing communication to ensure transportation and event logistics are effectively managed.
Prepare game programs, rosters, certificates, awards, and other materials for athletic and activity events.
Coordinate event staffing, including officials, gate workers, supervisors, and other support personnel.
Assist with event operations and provide on-site support as needed.
Support special events, recognition programs, Wall of Fame displays, and coordination with booster organizations and community partners.
Support the hiring process for coaching staff and maintain compliance documentation within district and state systems.
Complete all required district training and maintain compliance with district procedures.
Assist with seasonal webpage updates.
Participate in professional learning opportunities related to assigned responsibilities.
Perform other job-related duties as assigned.