Administrative Assistant to Athletics

Position Summary

St. Mary's Catholic High School is seeking a highly organized, customer-focused Athletics Administrative Assistant to support the daily operations of its Athletic Department.

Essential Responsibilities

• Serve as the first point of contact for the Athletic Department by answering phones, emails, and assisting visitors.
• Maintain department calendars, schedules, meeting materials, and filing systems.
• Monitor FinalForms, track eligibility requirements and physicals, and assist families with athletic registration.
• Cooky transportation requests, facility scheduling, and certificates of insurance.
• Aid with purchase orders, fundraising paperwork, receipts, invoices, and budget documentation.
• Support athletic events by preparing rosters, coordinating volunteers, and assisting with game-day operations.
• Prepare parent communications and assist with social media, website updates, and department publications.
• Cooky varsity letters, senior recognition, awards, banquets, and special events.
• Order office supplies, prepare reports, and assist with department projects, camps, and coaches meetings.
• Perform other duties as assigned by the Athletic Director.

Qualifications

• High school diploma or equivalent.
• Strong organizational, communication, and customer service skills.
• Proficiency in Microsoft Office.
• Ability to manage multiple priorities while maintaining confidentiality.

Preferred

• Previous administrative experience in education or athletics.
• Experience with FinalForms or similar athletic management software.
• Familiarity with AIA policies and procedures.
• Bilingual (English/Spanish) candidates are preferred.

Physical Requirements

• Ability to sit, stand, and walk throughout the workday.
• Ability to lift up to 25 pounds.

Mission

Employees of St. Mary's Catholic High School are expected to support the mission and values of Catholic education while fostering a welcoming, professional, and student-centered environment for all members of the school community.