7-12 Athletic/Activities Administrative Assistant JobID: 1486
Position Type:
Secretarial/Clerical
Date Posted:
5/4/2026
Location:
Ballard High School
7-12 Athletic/Activities Administrative Assistant
Position Purpose
To provide comprehensive administrative and operational support to the Athletic/Activities Department, ensuring efficient coordination of athletic and extracurricular programs while fostering clear communication between students, staff, families, and community partners.
Essential Functions
Provide daily administrative support to the Athletic/Activities Director and department staff
Coordinate scheduling, calendars, and logistics for athletic and extracurricular events
Serve as a primary communication hub for coaches, students, parents, officials, and visiting schools
Prepare, distribute, and maintain accurate correspondence, announcements, and activity-related information
Assist with game day and event operations including setup needs, staffing coordination, and issue resolution
Maintain accurate records related to participation, eligibility, and activity documentation
Support registration processes, forms collection, and compliance tracking requirements
Manage purchase orders, invoices, and other financial documentation in coordination with district procedures
Update and maintain websites, social media platforms, and communication tools as directed
Answer phones, greet visitors, and provide general front office support as needed
Ensure accuracy, confidentiality, and organization of department records and information
Collaborate with coaches and staff to support smooth execution of activities programs
Perform other duties as assigned to support the Activities Department
Additional Duties
Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Equipment
Uses standard office equipment such as personal computer, copy machine, telephone.
Travel Requirements
Limited travel to and from meetings may be required.
Knowledge, Skills and Abilities
General understanding of school operations, athletics, and/or activities programs
Familiarity with administrative procedures, recordkeeping, and office systems
Basic understanding of budgeting, purchasing, and financial documentation processes (preferred)
Knowledge of customer service principles and effective communication practices
Strong written and verbal communication skills
Excellent organizational skills with the ability to manage multiple priorities and deadlines
Proficiency in Google Workspace and/or Microsoft Office applications
Ability to accurately maintain records, data, and documentation systems
Strong problem-solving skills and attention to detail
Ability to learn and adapt to district-specific software and platforms
Strong interpersonal skills for working with students, staff, parents, and the public
Ability to work independently while also contributing to a team environment
Ability to remain calm and effective in fast-paced or high-traffic situations (event days)
Ability to handle confidential information with discretion and professionalism
Ability to communicate effectively with a wide range of stakeholders
Ability to organize and coordinate multiple events and responsibilities simultaneously
Ability to support evening and occasional weekend activities as needed
Ability to represent the Activities Department in a positive and professional manner
Physical and Mental Demands, Work Hazards
Works in standard office and school building environments.
Primarily sedentary office work with frequent periods of sitting, standing, and walking
Regular use of computers, phones, and other standard office equipment
Occasional lifting, carrying, or moving items such as office supplies, boxes, or event materials (typically up to 25 lbs)
Ability to move throughout school facilities and activity venues as needed, including occasional stairs or outdoor environments
Extended periods of time working at events that may require standing or walking for long durations
Ability to manage multiple priorities, deadlines, and interruptions in a fast-paced environment
Frequent decision-making and problem-solving under time constraints, particularly during events
Strong attention to detail required for scheduling, eligibility, and compliance-related tasks
Ability to maintain focus and accuracy while handling high-volume communication and public interaction
Ability to remain professional and composed in high-pressure or high-traffic situations
Work is performed in a typical school office setting with frequent exposure to public interaction
Regular attendance at athletic and extracurricular events, including evenings and occasional weekends
Exposure to varying weather conditions when supporting outdoor events
Minimal exposure to physical hazards; however, occasional crowded event conditions may occur
Fast-paced environment during peak activity seasons (fall and spring), requiring flexibility and adaptability
Qualifications:
High school diploma or equivalent; associate or bachelor's degree preferred.
Previous experience in athletic administration or a related field is desirable.
Strong organizational skills with attention to detail and accuracy.
Excellent communication and interpersonal skills, with the ability to work effectively with diverse stakeholders.
Familiarity with sports management software (e.g., Hudl, MatBoss) is a plus.
Knowledge of high school athletics rules and regulations, or willingness to learn.
Ability to multitask, prioritize workload, and work effectively in a fast-paced environment.
Flexibility to work evenings, and weekends, and attend occasional off-site events as required.
Contract Term:260 days (Full-Time, Annual Contract)
Compensation:$14.00/hour minimum. (Higher starting wage possible based on experience)
Benefits & Leave:
Iowa Public Employees Retirement System (IPERS)
Employer-paid individual health/major medical insurance plan including Prescription Drug (RX) Coverage
Employer-paid long-term disability insurance
Employer-paid group life insurance
Employer contribution to dental insurance
Flexible spending account (American Fidelity)
Dependent care account (American Fidelity)
Paid personal illness, vacation and personal business days as outlined in Board Policy.
Voluntary Benefits, including
Delta Dental
Delta Vision
American Fidelity
AFLAC
403b/Tax Sheltered Annuities with the State of Iowa Retirement Investor's Club (RIC)
Salary direct deposits
Smoke-free buildings and grounds
FLSA Status: Non-exempt
