Administrative Assistant - Athletics - WHS

Waukee Community School District • Waukee, IA

2d • Onsite

About The Position

This role supports the Athletics department with a variety of administrative, marketing, and operational tasks. Responsibilities include managing communications, processing paperwork, coordinating schedules, handling finances, and ensuring compliance for student athletes and coaches. The position involves direct interaction with students, parents, coaches, vendors, and other staff members.

Requirements

• High school diploma or equivalent
• Proficient computer skills including Microsoft Office

Nice To Haves

• Training and/or experience in secretarial responsibilities
• Experience with social media platforms and photoshop

Responsibilities

• Manage internal and external communication and promotion of Activities teams, events, and accomplishments.
• Process orders and cash payments for activity passes, work with LifeTouch for student passes, create family and staff passes, and distribute them.
• Process student athlete physical and concussion forms.
• Update athletic schedules on all communication channels, including CIML and Warriors websites, as directed by the AD.
• Verify camp/clinic event details with coaches, set up registration and payment processing on RegWorks, and facilitate profitability calculations and staff payments post-event.
• Prepare cash boxes for gate workers, deposit gate income, deposit monies from team fundraising, and deposit Activities income.
• Track and report compliance for concussion certification for coaches prior to the start of each season.
• Produce and manage event contracts with competitor schools for multiple sports seasons, including A/R.
• Monitor, track, and communicate athlete eligibility in academic, conduct, transfer, and homelessness areas.
• Plan, promote, and attend quarterly informational events for student athletes, parents, and coaching staff.
• Produce roster/program with home and visiting team rosters, plus special editions for Senior Nights, including coordination with outside vendors.
• Oversee scheduling requests for the conference room, filing, tidying, procurement of office supplies, and working with teams to ensure well-functioning office equipment.
• Answer incoming calls on the Activities phone line, serving internal and external customers, and connecting them to the intended recipient.
• Work with coaches to prepare Varsity letters, associated pins, and certificates to celebrate each team member's accomplishments.
• Complete PO management working with staff, vendors, the business office, including P-Card management and statement reconciliation for the department.
• Create and maintain rosters based on coach's direction.
• Work with coaches and transportation companies to ensure timely transportation of teams to/from away events.
• Prepare the schedule of gate workers and publish to fill volunteer positions at each home sporting event, work to fill all spots when a volunteer cancels, attend and work the gate for home football games, and select home track meets.

Benefits

• IPERS retirement account
• Health and Dental Insurance paid for the employee (spouse/family coverage available at an additional cost)
• 2 Personal Days
• 10 Sick days
• Employee use of District Facilities if a part of the Wellness program
• Wee Care - Childcare available at cost for 6mos - 5y for staff's children
• Mileage is reimbursed for approved work-related travel in your personal vehicle completed during scheduled work hours

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED