Administrative Assistant – Athletics & Activities

JOB SUMMARY: The Administrative Assistant to the Athletics/Activities Department provides comprehensive administrative and operational support to the high school athletic and activities program. This position coordinates day-to-day office functions; assists with purchasing, payables, and payroll-related submissions; supports coaches and sponsors with rosters, eligibility, and registration processes; and helps facilitate game/event operations to ensure contests are properly staffed, compliant, and well-communicated. The role serves as a primary point of contact for students, families, coaches, officials, and community members regarding athletic/activity questions, online registrations, physicals, and event information, and routes inquiries to the Athletic Director or other staff as appropriate.

QUALIFICATIONS

• High school diploma or equivalent
• Associate degree in Education, Business/Office Administration, or a related field preferred
• Minimum of two years of administrative support experience
• Proficiency in Google Workspace, Microsoft Office applications, and database management systems
• Previous experience with student information systems preferred

ESSENTIAL FUNCTIONS & RESPONSIBILITIES

• Serve as the primary point of contact for the Athletics & Activities office and provide professional customer service to students, families, officials, and community members.
• Answer and route phone calls, emails, and inquiries and maintain effective communication with coaches, sponsors, and district departments.
• Maintain an organized and professional office environment and support the Director of Athletics & Activities in promoting efficient operations and a positive experience for participants and visitors.
• Process purchase requisitions, purchase orders, and payment documentation in accordance with district procedures.
• Manage purchasing card reconciliations, maintain supporting records, and coordinate W-9 submissions with vendors and officials.
• Prepare and send tournament invoices and assist with co-op reimbursement documentation.
• Track and submit timesheets for hourly and event staff and assist with deposits and revenue collection.
• Maintain expenditure records by sport and activity to support budget monitoring and reporting.
• Receive and track deliveries, maintain office supplies, prepare mailings and recognition materials, and provide administrative support for department projects.
• Generate and distribute registration and eligibility reports for athletic and activity programs.
• Monitor participation requirements and physical expiration dates to ensure student eligibility.
• Assist students and families with registrations and required documentation and maintain accurate records and rosters using district information systems.
• Coordinate processes and data with middle school athletics staff to ensure consistency across programs.
• Coordinate transportation requests with coaches and sponsors and submit trip information through district systems.
• Communicate schedule changes, cancellations, and transportation updates with coaches, officials, event personnel, and the Transportation Department.
• Maintain ongoing communication to ensure transportation and event logistics are effectively managed.
• Prepare game programs, rosters, certificates, awards, and other materials for athletic and activity events.
• Coordinate event staffing, including officials, gate workers, supervisors, and other support personnel.
• Assist with event operations and provide on-site support as needed.
• Support special events, recognition programs, Wall of Fame displays, and coordination with booster organizations and community partners.
• Support the hiring process for coaching staff and maintain compliance documentation within district and state systems.
• Complete all required district training and maintain compliance with district procedures.

OTHER FUNCTIONS

• Assist with seasonal webpage updates.
• Participate in professional learning opportunities related to assigned responsibilities.
• Perform other job-related duties as assigned.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of general office administration, customer service practices, and recordkeeping procedures
• Proficiency in Microsoft Office Suite, Google Workspace, and ability to learn district- and state-specific systems
• Skill in operating standard office equipment and technology systems
• Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines.
• Excellent verbal, written, and interpersonal communication skills
• Ability to maintain confidentiality and handle sensitive information with discretion
• Ability to work independently, demonstrate initiative, and collaborate effectively
• Ability to provide professional and courteous service

In evaluating candidates for this position, Johnston Community School District may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• Frequent sitting with moderate standing and walking
• Ability to lift and carry up to 25 lbs.
• Occasional stooping, bending, kneeling, and squatting
• Occasional exposure to irritated/agitated individuals
• Work is primarily performed in an indoor office environment
• Ability to work occasional evenings and weekends in support of athletic & activities events