Essential Duties and Responsibilities
Program Leadership & Operations
- Direct, manage and supervise activities, operations and administrative details of a comprehensive district athletic program in accordance with district policy, procedures and UIL C&CR.
- Build and publish a master schedule of district athletic events; coordinate officials, facilities, transportation, and game administration coverage.
- Maintain written guides / SOPs and calendars to ensure program continuity; oversee playoff logistics in collaboration with campuses.
- Partner with principals / counselors on academic support structures (progress checks, tutoring / eligibility recovery) for student-athletes.
Compliance & Eligibility (UIL / TEC §33 / Title IX)
Establish and enforce physical and academic eligibility requirements; verify eligibility including grade pulls, residence / transfer verification, and PAPF processing with principals / registrars.Ensure adherence to contest limits, off-season rules, coach certifications (e.g., CPR / First Aid / AED and UIL-required trainings), and ejection reporting / sportsmanship education.Implement safety standards : pre-participation physicals / medical histories; concussion management and return-to-play (HB 2038); heat-illness prevention using WBGT; lightning protocols; and venue-specific Emergency Action Plans (EAPs) with documented drills.Lead annual Title IX athletics equity reviews (participation, facilities, scheduling, travel / per diem) and implement corrective actions.Facilities & Event Management
Direct the operations of athletic facility complexes including event scheduling, preventive maintenance, and grounds coordination.Implement written Event Operations Plans (EOPs) for higher-risk contests (crowd management, ticketing / e-ticket controls, cash handling, post-event debriefs).Oversee facility use by outside organizations in alignment with district policy.Maintain capital replacement plans and life-cycle inventories for major equipment (scoreboards, turf, timing systems); submit end-of-season facility / equipment status reports.Communications & Community Engagement
Maintain open lines of communication with parents, students, administrators and teachers; articulate the district’s athletics mission and promote positive public relations.Lead proactive communications for weather delays, playoff logistics, and emergencies; maintain crisis-communication templates aligned to UIL and district guidance.Engage booster clubs within district policy; provide governance guidance on bylaws, financial reporting, fundraising approvals, and Title IX alignment.Represent the district at athletic events and community meetings; coordinate updates on vertical alignment (MS→HS).Finance & Operational Controls
Prepare and defend the annual district-wide athletic budget.Implement internal controls for gate receipts, electronic ticketing, and deposits; reconcile against event manifests and maintain audit trails.Coordinate purchasing and contracts (officials, transportation, equipment) with the Purchasing Department; maintain vendor performance records.Standardize inventory and procurement controls for uniforms / equipment; ensure chain-of-custody and end-of-season reconciliation.Supervisory Responsibilities
Assist in the process of recruiting, screening, interviewing, and hiring of assigned staff.Initiate personnel actions including documentation and termination under the guidance of Human ResourcesConduct performance appraisals of assigned staff.Plan, assign and direct work of assigned staffProvide systems and training to ensure coaches follow UIL rules and regulations; distribute UIL guidance / updates and monitor adherence.Monitor and manage PAPFs from all athletic programs.Attend school-specific and district meetings as assigned by supervisor.Submits required reports, lists, and records to appropriate administrator.Oversee CDL certifications and head coach onboarding in collaboration with HR / Transportation.Support campus athletic coordinators with booster club financial stewardship and compliant use of funds.Accessible for meetings to resolve conflicts or concerns involving parents of student-athleticsQualifications
Qualification Requirements
To perform this job successfully, an individual must be able to perform each of the above essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or abilities, required unless otherwise stated as preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essentials functions.
Master's degree preferredValid Teaching Certification Issued by Texas Education Agency appropriate to subject and grade level of assignment requiredValid Texas Mid-Management or Principal Certification preferredNFHS / UIL-required coach safety trainings (may be within first 90 days)Current CPR / First Aid / AED certification, preferredMinimum of 3 years of successful leadership as Campus Athletic Coordinator or DirectorPrior Athletic Director, Assistant Athletic Director, Head Coach, Campus Athletic Coordinator or Campus Administrator experience in a large, UIL-competitive district, preferredExperience supervising multi-site athletics operations, preferredComprehensive knowledge of UIL rules and procedures.Strong communication skills, both orally and in writing.Excellent interviewing, supervising, data collection and report writing skills.Knowledge of Title IX athletics equity requirements and practical implementation in scheduling, facilities, and travel / per diem.Demonstrated ability to implement safety / EAP protocols (concussion HB 2038, heat / lightning), and to manage e-ticketing / gate controls and athletic budgeting.Proficiency with athletics management platforms (eligibility / scheduling / e-ticketing) and basic data dashboards for participation, eligibility, and incident tracking.Proven ability to recruit, mentor, and develop a high-performing coaching staff committed to excellence and capable of motivating student-athletes to reach their full potential.Demonstrates a championship mindset and dynamic leadership skills to build and sustain competitive, character-driven athletic programs across the district.Skilled in designing and implementing systems that support student-athlete success both academically and athletically.Capable of engaging in courageous conversations and making tough, strategic decisions that prioritize the long-term success and integrity of the athletic program.Physical Requirements / Working Conditions
The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed in classrooms, offices, work stations and meeting rooms.
The position requires occasional walking, standing, sitting, bending, stooping, kneeling, crouching, crawling, and lifting / carrying work related items weighing less than 40 pounds, such as books, papers and presentation materials. The employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. Attendance at conferences and professional development is required. Work involves everyday risks and discomforts which require normal safety precautions when operating equipment or performing job duties. May work prolonged or irregular hours and must be able to maintain emotional control under stress.
Additional Information
This position requires presence on athletic fields and some assignments involve exposure to risks associated in dealing with emotional parents and students.