Administrative Assistant to Activities

Prior Lake-Savage Area Schools • Prior Lake, MN

13h • Onsite

About The Position

Provides operational, logistical, and comprehensive financial administrative support for the High School Activities Department. This role manages activity and concessions finances, coordinates event logistics and sports scheduling, oversees event worker and officials' payroll, and maintains student activity accounts to ensure seamless operational compliance and program efficiency.

Requirements

• High school diploma or GED required.
• Training and/or experience as a secretary, administrative assistant, or office manager required, preferably within a K-12 or athletic environment.
• Understanding of educational financial and administrative procedures, including expenditure tracking, budget review, purchase order processing, and cash handling.
• Knowledge of software data management, scheduling databases, and word processing applications.
• Understanding of event logistics, facilities set-up, and basic inventory and concessions management.
• Knowledge of district policies and procedures, including confidentiality standards and data privacy laws regarding student and financial records in a large complex organization.
• Proficiency with software data management, databases, word processing, and spreadsheet applications.
• Strong organizational skills with high attention to detail for managing multi-account budgets, cash handling, and event scheduling.
• Excellent written and verbal communication skills across print, email, newsletter, and social media channels.
• Strong interpersonal skills and work ethic to collaborate effectively with students, staff, coaches, officials, vendors, and visitors.
• Demonstrate reliability, accountability, and absolute discretion when managing confidential information and department operations.

Nice To Haves

• Bachelor's degree in a related field preferred.

Responsibilities

• Provide direct administrative and clerical support services for designated activities office personnel, maintaining a welcoming environment, providing information, and directing visitors, students, and staff.
• Create, update, and maintain sports schedules, athlete data, and department event calendars across multiple software programs and data management platforms.
• Manage all student activity accounts alongside student treasurers for each activity, club, and organization, including procurement of goods, ordering, purchasing, and account reconciliation.
• Assist in the creation, oversight, and daily management of the departmental budget, preparing budget reviews that detail expenditures and remaining balances.
• Prepare purchase orders, process invoices, verify delivery of goods, order department equipment and supplies, and process p-card statements and payment processing for purchases.
• Prepare event cashboxes, conduct accurate cash counts, and complete bank deposits for all athletic and activity events.
• Oversee both activity center and stadium concession operations, including inventory control, equipment maintenance, and volunteer coordination.
• Oversee the scheduling and payroll processing for all officials across all sporting events and student activities.
• Oversee payroll processing for all internal event workers and external event vendors throughout the school year.
• Manage departmental reimbursements, including field trip and event transportation costs for all coaches and activity advisors.
• Coordinate logistics, space reservations, set-up, and tear-down arrangements for athletic competitions, school activities, and department events.
• Manage public communications for the department, including updating social media platforms and writing/distributing newsletters.
• Maintain strict confidentiality of sensitive private student records, personnel files, and financial information in accordance with district policies, state regulations, and federal laws.
• Perform other duties and responsibilities as assigned.

Benefits

• Health Insurance: A rich health plan that provides extensive coverage for you and your family, ensuring peace of mind.
• Dental Insurance: Full coverage options for routine and preventive care, keeping your smile bright and healthy.
• Life Insurance: Protect yourself and your loved ones with a robust life insurance plan
• An Employee Assistance Program, free to employees and their family members
• Optional medical and dependent care flexible spending account

What This Job Offers

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