Administrative Assistant to Athletics

Position Purpose

To advance the gospel and the mission of Hill Country Christian School by providing excellent, timely, and well organized administrative support to the Athletic Director and the Athletics Department 

Accountability:  Reports to the Athletics Director

FLSA Status:  Non-exempt, Full-time

Qualifications: 

• Must be a Christ-follower who upholds, in word and deed, the Hill Country Christian School of
• Austin’s Core Values and Statement of Faith.
• Must faithfully attend a church whose fundamental beliefs are in agreement with the Statement
• of Faith of this school.
• High school diploma or equivalent. Must have two years of work-related experience and
• computer skills.
• Some experience, familiarity or knowledge of working with Athletics programs

Skills: 

• Must have ability to pay close attention to detail
• Works well in a fast paced environment handling multiple tasks and deadlines
• Communicate effectively orally and in writing
• Solve problems effectively and efficiently in a service-oriented manner
• Demonstrates proficiency using computer spreadsheets, word processing, email and other applications as needed
• Some familiarity with accounting software (Sage, Ramp) is preferred, but not required

Key Results Areas:  

The Administrative Assistant to the Athletic Director will support the AD by:

Overseeing all administrative details with regard to athletic finances 

• Maintain detailed and accurate financial records in Sage, Ramp, and Arbiter
• Routinely deposit cash and checks collected at games and through concessions 
• Assist AD in tracking expenses to budget 
• Assist AD in coordinating with HR for Coach stipends 
• Track and manage all Credit Card sign outs and ensure they are returned in a timely fashion  

Providing administrative support for all athletics related events 

• Help AD coordinate, book facilities, arrange for catering, and create awards/certificates  for all athletic related events including, but not limited to awards ceremonies, senior dinner, booster club events, and team specific end of season events.
• Work with coaches to draft scripts and build slide shows for all athletic events 
• Coordinate with school administration to calendar all athletic events  

Providing and maintaining excellent communications with all sports teams and with other departments at the school

• Coordinate and communicate regularly with all athletic department vendors (Letter Jackets, Pictures)
• Communicate consistently with all school departments with timely updates from the Athletic Department
• Coordinate athletic communications to be published weekly in Knightly News 
• Coordinate all athletic highlights  for social media and inter-school communication
• Work with coaches to track and maintain sport specific and student specific stats 

Building, coordinating, and maintaining all sport specific calendars, practice schedules, and game schedules

• Work with coaches and other school Athletics Departments to calendar all sports game schedules
• Keep up to date records of game changes and communicate in a timely manner when games are changed or rescheduled
• Schedule CPR training for all coaches and 
• Update and manage Athletics Linktree site 

Assisting with all travel and transportation needs for sport team travel 

• Assist with all travel arrangements for teams, coaches, and players
• Reserve school transportation, and when necessary work with outside vendors to provide transportation
• Maintain detailed records of all reimbursements for sport specific travel 

Assist with facility rental 

• Work with the AD to book all facilities rentals well in advance
• Maintain detailed records of facilities rentals and when changes are made in team schedules, ensure venues are updated and schedules kept up to date.

Assist with coordination of referees for all home games 

• Work with the Athletic Director to ensure all home games are properly staffed with referees 
• When schedules are changed, make sure referees are notified in a timely manner

Physical and Environmental Conditions:

• Will be located in a busy, sometimes noisy office. Will be faced with frequent interruptions and must meet with others on a regular basis.
• There are a number of deadlines associated with this position, which may cause significant stress. Must be able to communicate clearly with a wide variety of people on various issues.
• Frequently move about inside campus buildings and outside on the grounds.
• Occasional lifting of 5 to 20 pounds.
• Must be able to remain in a stationary position the majority of the time using repetitive arm, hand and finger movements.
• Operates a computer the majority of the time and occasionally a copy machine.
• Frequently communicates with co-workers and others.  Must be able to exchange accurate
• information in these situations whether in person, via email, or telephone.
• Possible exposure to a variety of childhood and adult diseases and illnesses.