Athletics Administrative Assistant lll

Position Summary

The Athletic Administrative Assistant at Orange Lutheran High School plays a vital role in supporting the daily operations of the Athletics Department. This position serves as a key point of contact for coaches, student-athletes, families, and the broader school community. Responsibilities include managing schedules, coordinating communications, assisting with event logistics, maintaining records, and helping ensure the smooth execution of athletic programs. This role is essential in fostering an environment where our student-athletes can grow in their faith, develop their talents, and compete with integrity.

Reports to

Director of Athletics

Supervisory Duties

None

Essential Duties

• Provide clerical and administrative assistance to all, athletic administration, and coaches
• Assist admissions with any departmental needs for athletics related to open houses / admissions events
• Answer incoming calls promptly, provide information, transfer calls, and / or take messages as necessary
• Sort incoming mail and prepare outgoing mail, as necessary
• Support the athletic director in department projects
• Book facilities, coordinate food, decor, cleanup, etc., as needed for on-campus events related to athletics
• Maintain an Athletics Dashboard, which tracks all student numbers for participation purposes and other pertinent departmental data
• Schedule departmental meetings, communicate agendas, and take meeting minutes
• Process programmatic and departmental invoices / requisitions
• Champion and effectively communicate the Athletic Department's vision across all departments
• Coordinate off-site facility needs for practices and / or games
• Athletic liaison in partnership with the business office related to sport fee billing
• Support the Athletic Director and Athletic Manager in the transfer paperwork with CIF
• Support the athletic manager in the assistant coach hiring processes
• Partner with coaches and athletic administrators for any ordering needs
• Maintain and ensure the Athleticlink page is current and up to date
• Provide support for coaches on banquet and scholar-athlete certificates
• Provide departmental support related to communication through ParentSquare and / or email
• Partner with business office and head coaches for the delivery of sport fees to families
• Lead and manage the HomeCampus web platform, serving as the primary point of contact for all matters related to scores, rosters, and schedules for coaches, athletics department staff, and key stakeholders
• Provide support for the athletic clearance process for each new academic year
• Partner with coaches to develop and manage the athletic schedule, including games, practices, and events, pending approvals from the Athletic Director
• Lead communication with visiting schools for football, girls and boys volleyball, girls and boys basketball, girls and boys soccer, softball
• Game management support for home football games, including game entry for fans, security management and sideline management
• Organize any additional security needs for home game events
• Create all home game contracts for all programs
• Lead for communication and schedule uploading for Arbiter, ScoreVision, GoFan, and NFHS streaming
• Collaborate with the Logistics and Transportation Coordinator to input and manage transportation details for all teams, ensuring timely travel arrangements

Additional Duties

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications and competencies listed below are representative of the knowledge, skills, abilities, and physical demands required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Bachelors Degree

A minimum of 3 years of working in a fast-paced, high-level administrative support role is required; relevant experience or background in an educational setting is preferred

Licenses, Certificates, and Clearances

Key Competencies

Knowledge

Skills and Abilities

Personal Characteristics

Physical Requirements

The employee must have the physical abilities to perform the essential functions of the job as outlined above

Work Environment

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Note : The intent of this job description is to provide a representative summary of essential functions. Specific duties will be assigned by hiring departments and may vary by department.

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