• Job Description

  Req#: 1486
  Job Title: Administrative Asst. to Athletic Director (230 Days) Exemption Status/Test: Nonexempt, Pay Grade 5 Reports to: Department Director Assigned Date Revised: 4-01-2024 Dept./School: Athletic Offices at Calallen High School Primary Purpose:Under moderate supervision organize and manage the routine work activities of the athletic department and provide clerical support to athletic director and other staff members. Qualifications:Education/Certification: High school diploma or GED Special Knowledge/Skills: Proficient skills in keyboarding, data entry, word processing, and file maintenance Ability to use software to develop spreadsheets and databases and do word processing Ability to prioritize workflow to address the multiple needs of the supervisor or the department Ability to multi-task numerous complex administrative activities Basic math skills Effective communication and interpersonal skills Experience: __5_ years secretarial experience preferred Major Responsibilities and Duties:Records, Reports, and CorrespondencePrepare correspondence, forms, reports, manuals, and presentations for the Athletic Director and other department staff members. Compile, maintain, and file all reports, records, and other documents as required. Print UIL and District policy manuals. Be knowledgeable of rules for eligibility. Oversee eligibility for each sport. Check names on Skyward for enrollment date. Email latest eligibility form to coaches (team and individual). Turn in work orders for field house and other athletic facilities. Compile a list of events as schedules to be approved by the Athletic Director and the Superintendent. Schedules must comply with UIL rules for number of games and starting dates. Complete contract for playoff games and inform workers, principals, maintenance of event duties. Update season ticket holder list and print labels. Prepare envelopes for tickets and parking passes. Propose list of summer camps for each sport, as well as summer conditioning, to be approved by the board. Order and prepare awards for track meets label and sort. Attend HS track meet, keep score, and do awards for each school. Prepare awards for end of year banquets, including plaques. Print notes for summer track meets. AccountingPerform routine bookkeeping tasks and maintain department budget records. Prepare and process department purchase orders and payment authorizations. Order and maintain inventory of office supplies and program equipment. Ticket Sales – Reports for each campus, final report. Purchase Orders- Complete high number of requisitions for all sports. Make deposits; turn in reports for away games. Rentals – Prepare paperwork for rentals for workers. Playoff Games Contracts-. Prepare final report and request check or send invoice according to contract. Summer Recreation and Conditioning - Handle printing request, receipt books for registration, deposits, create list of names for final reports. OtherAnswer and respond to incoming calls, take reliable messages, and route to appropriate staff. Maintain a schedule of appointments and make travel arrangements for department staff. Make meeting arrangements including preparing materials, scheduling and setting up facilities, and arranging equipment. Receive, sort, and distribute mail and other documents to department staff. Maintain confidentiality of information. Follow district safety protocols and emergency procedures. Supervisory Responsibilities:None. Mental Demands/Physical Demands/Environmental Factors:Tools/Equipment Used: Standard office equipment including personal computer and peripherals Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching Lifting: Occasional light lifting and carrying (less than 15 pounds) Environment: May work prolonged or irregular hours; occasional districtwide travel Mental Demands: Work with frequent interruptions; maintain emotional control under stress

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