Athletic Secretary

Portland Public School District•Portland, MI

4d•Onsite

About The Position

Portland Public Schools is seeking a highly organized, detail-oriented, and professional Athletic Secretary to support the daily operations of the Portland Public Schools Athletic Department. The Athletic Secretary provides administrative and clerical support to the Athletic Director and serves as an important point of contact for coaches, student-athletes, families, staff, officials, visiting schools, and community members. This position is ideal for an individual who thrives in a fast-paced environment, demonstrates excellent communication and organizational skills, and can effectively manage multiple priorities associated with a comprehensive middle school and high school athletic program.

Requirements

High school diploma or equivalent (Associate degree preferred).
Proven administrative or office experience, preferably in a school or education setting.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
Strong communication, interpersonal, and organizational skills.
Ability to multitask, prioritize, and work effectively in a busy school environment.
Demonstrated ability to maintain confidentiality and professionalism at all times.
Experience working with students, parents, and staff in an educational setting.
Problem-solving and critical thinking skills with attention to detail.
Ability to remain calm and effective under pressure.

Nice To Haves

Knowledge of student information systems (SIS) or other data management systems preferred.
Familiarity with MHSAA rules and regulations.

Responsibilities

Provide administrative and clerical support to the Athletic Director and Athletic Department.
Serve as a point of contact for coaches, student-athletes, families, officials, visiting schools, and community members.
Answer phone calls, emails, and inquiries related to athletic programs, schedules, events, and department procedures in a courteous and professional manner.
Maintain accurate athletic records, files, rosters, eligibility documentation, and other required records.
Assist with student-athlete registration and ensure required athletic forms and documentation are received and maintained.
Assist with monitoring student-athlete eligibility and communicate with coaches, administrators, students, and families as appropriate.
Coordinate and maintain athletic schedules, including practices, contests, facility use, transportation, officials, and event changes.
Communicate schedule changes, cancellations, and other athletic information to coaches, families, officials, transportation, opposing schools, and other appropriate parties.
Assist with coordinating athletic transportation and communicate transportation needs and changes.
Assist with scheduling and confirming officials, game workers, and other personnel needed for athletic events.
Coordinate with coaches regarding team rosters, schedules, transportation, equipment needs, and other administrative requirements.
Assist with athletic event preparation, including ticketing, game workers, officials, facility needs, and visiting-team information.
Prepare correspondence, reports, schedules, forms, announcements, and other Athletic Department communications.
Assist with maintaining and updating athletic calendars, websites, social media, and other communication platforms as assigned.
Process Athletic Department purchase orders, invoices, reimbursements, deposits, and other financial documentation in accordance with district procedures.
Assist with tracking athletic department expenditures, budgets, gate receipts, and other financial records.
Maintain coach and volunteer documentation, including required certifications, background checks, and other district or MHSAA requirements.
Assist with the collection and maintenance of coaching contracts, supplemental assignments, and other personnel-related documentation.
Assist with athletic awards, banquets, tournaments, special events, and postseason activities.
Maintain inventory and records related to athletic supplies, equipment, keys, and other department resources as assigned.
Maintain confidentiality of sensitive student, personnel, and district information.
Provide support during high-volume athletic seasons and assist with resolving scheduling or operational issues as they arise.
Perform other duties as assigned by the Athletic Director or district administration.