Administrative Assistant to the Athletic Director and Logistics Manager

About The Position

Saint Ignatius High School, a Catholic, Jesuit college preparatory school for boys, is seeking a dynamic, highly organized, and proactive Administrative Assistant to the Athletic Director and Logistics Manager.

Primary Responsibilities

• Assist the Athletic Director with daily, seasonal, and yearly department operations.
• Manage the Athletic Director's professional calendar.
• Build and maintain the master yearly athletic calendar in alignment with the school calendar.
• Cook up and maintain the master yearly athletic calendar in alignment with the school calendar.
• Coordinate with opponent schools weekly to confirm upcoming event and contest details.
• Handle daily department mail and package distribution.
• Other duties as assigned by the Athletic Director.

Personnel Management & Compliance

• Oversee the onboarding process for new coaches in collaboration with Human Resources.
• Track and verify 100% compliance of all coaching certifications via Coaches Tool Chest prior to the start of seasons.
• Aid coaches with Ohio Department of Education (ODE) Pupil Activity Permit applications and renewals.

Athletic Travel Logistics

• Schedule and coordinate all team busing for daily practices, local games, and out-of-town trips.
• Manage out-of-town travel logistics: hotel blocks, meeting rooms, team meals, rooming lists, and tax-exempt forms (coordinating with coach's/parent liaisons).
• Process financial paperwork, including check requests, expense receipts, and coaching clinic accommodations.
• Submit early dismissal lists to the attendance office and organize visiting team hospitality.
• Manage the scheduling and key distribution for school vans.

Game-Day Operations

• Collaborate with and schedule ticketing personnel to ensure game-day worker and ticket-seller coverage.
• Prepare ticketing tables, financial materials, and event signage.
• Provide on-site support for home football games, select basketball games, and major events; serve as the primary Game-Day Manager as needed.

Seasonal Events & Recognition

• Awards: Communicate mid-season with Head Coaches to confirm end-of-season banquet plans (distinguishing between school-planned vs. team-planned events).
• Organize, order, and distribute student awards and letter recognition pins to the coaches.
• Facilities: Reserve space for team dinners, parent meetings, and banquets via FMX.
• Special Events: Lead the administrative planning for Senior Recognition Nights and coordinate sports rally logistics with the AP for Student Life.
• Team Photos: Schedule, communicate, and supervise seasonal sports picture days. Coordinate the distribution of final photo orders upon delivery.