Associate Athletic Director I

3 weeks ago

Gates Mills, United States Gilmour Academy Full time
Job DescriptionJob Description

ASSOCIATE DIRECTOR I

ATHLETICS

POSITION SCOPE

The Associate Director of Athletics provides support and assistance administering the Department of Athletics, coordinating the daily schedule of activities and operations, scheduling and coordination of special events (pre-season parent night, senior night, signing day), providing customer service, resolving problems, and providing administrative support for the department.

The Associate Director is also responsible for the development of the social media strategy for GA Athletics, maintaining the school’s accounts, building a social media presence, and providing social media training to staff, student-athletes, and coaches. He/she works closely with Marketing and Communications staff to build a cohesive brand across all platforms. He/she will contribute written features, and game stories for athletics (as assigned) and create videos for various athletic teams.

DUTIES AND RESPONSIBILITIES

Departmental Administration

Organize, oversee, and administer the athletic programming to ensure a successful, rewarding, and enriching experience for all student-athletes, providing leadership and continued development of related programming.

Work cooperatively with the Upper School Athletic Director to ensure continuity and coverage throughout the athletic program, and manage the facilitation of home events, including but not limited to:

  • Coordinating officials through Assigner, entering info into Arbiter database as needed, confirm with officials as needed.

  • Reserving facilities through online schedule and reservation process.

  • Develop facility set-up work orders for home games and work with the maintenance department and AVI to ensure completion.

  • Follow up on facility equipment to get repaired as needed.

  • Assist with scheduling and training game-day workers.

  • Facilitate payment of game day workers in coordination with fellow Associate AD.

  • Coordinate event music in coordination with fellow Associate AD.

  • Write all announcing/public address scripts.

  • Work with the Athletic Director and Digital Media Club/Department to set up live broadcasts.

  • Oversee certification process of coaching staff for US and MS.

  • Coordinate special ceremonies such as NCAA signings, senior nights, clap-outs, Skate, and Swing for a Solution event.

Social Media

  • Maintain the athletic calendar on www.gilmourlancers.com

  • Develop athletics-specific social media platforms (Twitter, Instagram, Facebook) and serve as manager of department accounts while overseeing managers of sport-specific accounts.

  • Examine current athletic social media and communications platforms, procedures, and policies on yearly basis, making adjustments and enhancements when necessary.

  • Develop videos to be used within athletic social media platforms.

  • Coordinate department photography needs for social media, senior banners, publications, etc.

  • Coordinate marketing materials and ensure branding regulations are followed in regard to the following items:

  • Home game tickets (football, general)

  • Game programs (home and away)

  • Signage for athletic facilities

  • Equipment and windscreens

  • Uniforms

  • Player packs

  • Develop communications and social media policies for athletics handbook and oversee implementation with coaching staff.

ADMINISTRATIVE SUPPORT

  • Provides administrative support for the athletic department/programs; performs skilled word processing, data entry, and desktop publishing; maintains calendars; schedules, and meetings.

  • Answers telephones and assists visitors; serves as liaison and provides a variety of customer service, public relations, and collaboration with the public, district staff, and other agencies; answers inquiries, and provides a variety of specialized program information.

  • Coordinates a variety of meetings, arrangements, activities, and services; responds appropriately to urgent situations and notifies the administrator of emergencies.

  • In coordination with the Athletic Director, maintains a variety of records, files, operational manuals, catalogs, and other materials; develops and maintains a variety of publications, forms, and processes; maintains and monitors financial and program records, including budgets, purchase orders, and compliance reports.

  • Coordinates payments for all game officials and workers through Arbiter, including set up and payment for security for all GA campus-wide activities. This includes monthly reconciliation of Arbiter payments, and providing monthly entries to the Business Office to post expenses to correct programs/sports/activities.

  • Coordinates a variety of meetings, arrangements, activities, and services; responds appropriately to urgent situations and notifies administrator of emergencies.

  • Input and update all athletic sports schedules into Arbiter Sports including facility schedules, bus departure times, and dismissal times for use by transportation management. Weekly communication with opponent schools to verify game dates and times for all sports.

  • Composes and creates correspondence and reports; compiles and formats information; creates and maintains spreadsheets and databases; prepares, processes, and distributes a variety of materials.

  • Performs special projects, such as designing reports, spreadsheets, and databases or gathering materials for researching issues; analyzes data and develops project summaries.

  • Coordinate with team parents on special parent funds set up for team food/expenses, including the collection of payments and distribution of funds.

  • Coordinate with team parents on special parent funds set up for team food/expenses, including the collection of payments and distribution of funds.

QUALIFICATIONS

  • Bachelor’s Degree in related field.

  • A minimum of 5 years as an Assistant Athletic Director.

  • Ability to write concise, friendly, and grammatically correct correspondence.

  • Ability to speak effectively and respectfully to customers and/or employees of the organization.

  • Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

  • Ability to calculate figures and amounts such as discounts, proportions, percentages, and area.

  • Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

  • Moderate to advanced knowledge of Microsoft Office software, including Word and Excel; and Internet software.

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