Campus Athletic Secretary

1 month ago

Prosper, United States Prosper Independent School District Full time
Minimum Salary: $32,375/Days: 207

Primary Purpose:

Direct, manage, and coordinate all campus-based business dealings and clerical duties in the campus' athletic office.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Basic knowledge of business practices and procedures

Ability to maintain accurate and auditable records

Ability to use software to create spreadsheets, databases, and do word processing

Proficiency in keyboarding and file maintenance

Effective organizational, communication and interpersonal skills

Knowledge of and commitment to customer care principles

Experience:

Three years of successful secretarial and/or business office experience in a school environment, preferred

Major Responsibilities and Duties:

Accounting and Inventory

1. Input all purchase orders from all campus sports.

2. Bring pay vouchers, reconciliation forms, and deposits to central athletic office.

3. Prepare employee spreadsheet and email to Ticket/Event Manager after every game.

4. Reconcile bag, check pay vouchers for accuracy, check that officials are in system for a W-9, and prepare deposits of all money from campus athletic events.

5. Order and keep an inventory of all campus athletic office supplies.

6. Forward campus-based Athletic Department work orders to Athletic Department via e-mail.

Records, Reports, and Correspondence

7. Issue all sports camp brochures from Prosper ISD Athletic Department.

8. Print unofficial student transcripts for all coaches.

9. Coordinate with Principal's Secretary to enter and code all student activity absences for all sports.

10. Issue athletic keys and maintain records of key issuance forms.

11. Maintain records of scholarships received by student athletes.

12. Maintain records of all athletic equipment inventories and general supplies.

13. Provide daily administrative and clerical support for campus coordinator and assistant coordinator as well as compiling, maintaining, and filing all reports, records, and other documents as required.

Communication

14. Serve as main point of contact for campus athletics and provide assistance, direction, and information regarding campus athletic programs.

15. Manage flow of information for campus athletic department by communicating with coaching staff any information from Central Athletics or from campus coordinator.

16. Manage flow of information to campus-based booster clubs.

17. Monitor and coordinate Athletic Department Activity Communications for banquets and other events.

Scheduling and Coordination

18. Assist with scheduling all campus-based event supervisors.

19. Assist campus coordinator with visiting college recruiters.

20. Assist with signing day activities.

21. Keep up-to-date schedules of all athletic games.

22. Greet and orient all guests, such as college coaches and training attendees, to the Multi-Purpose Facility (MPF).

23. Assist with the organization and planning of senior night and coordinate with booster club representatives to prepare the senior forms, agenda, and other items needed.

24. Maintain campus athletic facility schedule with Licensed Athletic Trainer (LAT).

Other

25. Maintain athletic page of the campus' website, including athletic website calendar.

26. Assist with ticket sales for varsity football games only.

27. Maintain confidentiality of information.

28. Follow district safety protocols and emergency procedures.

29. Perform other job-related duties as assigned.

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; 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

Mental Demands: Work with frequent interruptions to meet established deadlines; maintain emotional control under stress

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