Athletics Department Coordinator

Greenhill School•Dallas, TX

2d•Hybrid

About The Position

The department coordinator supports the Athletics Department's day-to-day operations. This position works closely with the Associate Head and Head of Athletics and with Business Office personnel. General responsibilities include confirming athletic game schedules; arranging travel; coordinating paperwork for coaches; ordering supplies and equipment; coordinating athletic ceremonies and awards; and student billing. This is a full-time, 12-month position requiring some evening and weekend availability. Assignments are determined annually by program and enrollment needs and may be adjusted at the school's discretion.

Requirements

Undergraduate degree
3 to 5 years of relevant work experience, preferably in an athletics department or school environment
Strong organizational skills and the ability to manage multiple deadlines and shifting priorities in a fast-paced environment
Excellent written and verbal communication skills, with the ability to interact professionally with coaches, students, parents, officials, and vendors
Proficiency with Microsoft Office and Outlook, and comfort learning new platforms and software (e.g., ArbiterPay, website content systems)
High level of discretion and professionalism in handling confidential student, family, and financial information
A collaborative, team-first attitude paired with a strong customer-service orientation
Comfort working both independently and as part of a team in a fast-paced, high-volume environment, including on gamedays
Flexibility to work evenings and weekends in alignment with the athletics calendar

Responsibilities

Utilize technology platforms (Microsoft Outlook, Greenhill website) to provide reports and information to coaches, parents, team parents, and school employees
Coordinate the Athletics Department's electronic filing system
Manage payment processes for officials (ArbiterPay), reimbursements, check requests, and invoices
Partner with the Business Office on student billing, tournament payments, and related payment requests
Partner with the Head of Athletics on budget creation, reporting, and analysis
Process Business Office requests and coordinate with the Equipment Manager to procure items for interscholastic teams through the campus store
Coordinate travel arrangements with the Head of Athletics, including bus transportation, hotels, and payment for out-of-town and overnight athletic trips
Provide administrative support to the department, including community communications on Greenhill sporting events and cross-divisional collaboration
Coordinate seasonal and team-related logistics for athletic ceremonies
Partner with the Associate Head of Athletics on Middle School athletics issues as needed
Provide administrative support for scheduling on-campus visits for guests and candidates
Support social media communication channels for athlete and team promotion
Assist with gameday administrative duties
Distribute weekly game schedules to the campus community
Confirm game details with opposing schools