26-75; Office Manager-Athletics; Ashland High School; 1.0 FTE; Probationary

Job Summary

The High School Athletics Office Manager provides comprehensive administrative, operational, and customer service support to the Athletic Department. This position coordinates day-to-day office operations, manages athletic records and communications, supports student-athlete eligibility processes, assists with event scheduling, and serves as a primary point of contact for coaches, students, parents, staff, officials, and community members. The Athletics Office Manager plays a critical role in ensuring the efficient and professional operation of the school's athletic programs. Performs duties with minimal supervision.

Essential Duties and Responsibilities

To perform this job successfully an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodation.

• Maintain knowledge of and comply with all District policies, procedures, state regulations, and athletic association requirements.
• Provide comprehensive administrative support to the Athletic Director and school administrators as requested.
• Manage athletic department office operations, including answering phones, responding to emails, greeting visitors, processing mail, and maintaining office supplies.
• Maintain athletic department calendars, schedules, and records to ensure accurate and timely communication.
• Prepare correspondence, reports, presentations, agendas, forms, and other department documents.
• Serve as the primary customer service contact for the athletic department, responding to inquiries from students, families, staff, officials, and community members.
• Monitor student-athlete registration, eligibility, and participation requirements.
• Maintain records related to physical examinations, insurance, participation forms, academic eligibility, and other required documentation.
• Ensure athletic records and confidential student information are maintained accurately, securely, and in compliance with District, state, and federal requirements.
• Generate reports, enrollment data, participation statistics, and other information requested by administrators or governing agencies.
• Assist in scheduling athletic contests, transportation, facilities, officials, support personnel, and related logistics.
• Coordinate and support operations for home athletic events, tournaments, and postseason activities.
• Coordinate and support the hiring process for coaches and athletic staff, including onboarding, employment documentation, and related administrative paperwork.
• Communicate schedule changes, event information, registration details, and program updates to coaches, staff, students, families, and community stakeholders.
• Maintain athletic department website content, social media, calendars, announcements, and other communication platforms.
• Process purchase orders, invoices, reimbursements, contracts, and other budget-related documents in accordance with District procedures.
• Monitor athletic department expenditures and maintain accurate financial and activity records.
• Assist with equipment purchases, inventory management, vendor communications, and distribution of athletic supplies.
• Coordinate collection, tracking, and documentation of athletic participation fees, fundraising activities, and associated records.
• Assist with compliance requirements established by the District, state athletic association, and other governing organizations.
• Compile documentation and reports required for audits, program reviews, grants, and compliance monitoring.
• Support student-athlete risk management practices through accurate recordkeeping and procedural compliance.
• Collaborate effectively with administrators, coaches, school staff, families, and community partners to support athletic programs and activities.
• Professionally represent the school and District in all interactions and assist in resolving concerns in a courteous and timely manner.
• Participate as an effective member of the school and district team, contributing to a positive and collaborative work environment.
• Maintain required certifications, trainings, and professional development as assigned.
• Perform other duties related to the position as assigned by the Athletic Director or supervisor.
• Work collaboratively with District and building administrators and other staff to provide reliable service to customers.
• Communicate clearly with coworkers and other staff.
• Completes all required trainings by annual due dates.
• Attends work regularly and is punctual.

Marginal Duties

Employees in this position perform some or all of the following tasks. Other related duties may be assigned.

• Troubleshoot, coordinate services and supplies of office machinery (copy, fax, postage meter, etc.)
• Attend all relevant staff meetings and in-service trainings.
• Coordinate travel and assist with other administrative needs.
• Update school bulletin boards and calendars.
• Report issues to authorities as necessary.
• Provide coverage for breaks, lunches, and absences of other staff.

Supervisory Responsibilities

• Direct and coordinate the work of other office personnel as requested.
• All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. The equivalent combination of experience, training, certification, education or degree that provides the required knowledge, skills and abilities may be used as an alternative to prerequisites. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• High school diploma or General Education Diploma (GED) and minimum two years related successful experience in typing, general clerical and/or training or equivalent combination of education and experience.
• Associate's degree preferred.
• Ability to accurately enter and retrieve computerized data.
• Prior successful experience working in a school setting and knowledge of athletic programs strongly preferred.

Interpersonal Skills

• Works well with others from diverse backgrounds.
• Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others' ideas and contributing to building a positive team spirit.
• Demonstrated ability to successfully work with adolescents and public.

Language Skills

• Ability to communicate fluently verbally and in writing in English.
• Ability to respond to common inquiries or complaints from students, parents, staff, regulatory agencies or members of the community.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.
• Ability to prepare a variety of complex correspondence.

Mathematical Skills

• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.
• Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
• Ability to handle large amounts of money and account for monies received.
• Ability to perform low level accounting functions.

Reasoning Ability

• Ability to solve practical problems involving several variables in a variety of situations where only limited supervision exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

Computer Skills

• General knowledge of computer usage and ability to use standard school software, internet software, e-mail, spreadsheets, accounting and word processing software.
• Ability to proficiently use the above software programs.
• Ability to create graphs and charts in spreadsheet software.
• Ability to type accurately and proficiently.

Other Skills and Abilities

• Ability to appropriately communicate with students, teachers, parents, members of the community.
• Ability to exercise good judgment and work in an environment with constant interruptions.

Certificates, Licenses, Registrations

• Certificates as determined by the District including a valid Oregon Driver's License and ability to obtain a valid CPR/First Aid card.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee is frequently required to walk; sit; use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal.
• The employee is frequently required to stand and stoop, kneel, crouch or crawl.
• The employee must regularly lift and/or move up to 10 pounds and occasionally up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, ability to adjust focus and peripheral vision.

Work Environment

The work environment characteristics 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.

• The work environment is a standard office setting including standard office equipment (fax, copier, phone, computer, 10-key, etc.).
• The noise level in the work environment is usually low to moderate and occasionally high.
• May be exposed to blood borne pathogens.