Administrative Assistant-Athletics

Job Title: Administrative Assistant - Athletics
Department: Athletics
Reports to: Director of Athletics

Job Purpose:
The Athletics Administrative Assistant provides comprehensive administrative and operational
support to the Saint Viator High School Athletic Department. This position ensures the efficient
daily operation of athletic programs and contributes to a positive, mission-driven school
environment aligned with the values of Catholic education.

Department Operations
Coordinate daily office functions, including phone calls, emails, and inquiries from
parents, students, and staff.
Oversee athletic schedules, rosters, and transportation logistics in collaboration with the
Athletic Director and coaches.
Maintain accurate student-athlete eligibility, physical, and consent documentation in
compliance with IHSA and school policies.
Manage facility use requests and coordinate practice and game schedules with internal
departments and visiting schools.
Serve as a liaison between coaches, officials, and visiting programs to ensure smooth
event operations.

Communication & Public Relations
Act as the primary point of contact for parents, students, and visitors, offering support
when needed.
Maintain and update athletic website content—schedules, scores, and team
information—to ensure accuracy and visibility.
Support communication with local media, officials, and conference representatives as
needed.

Financial & Administrative Support
Process invoices, purchase orders, and reimbursements in coordination with the Athletic
Director
Track sport-specific budgets, donations, and fundraising revenues to ensure accurate
recordkeeping.
Coordinate payments for game officials and event personnel.
Manage athletic department inventory, uniforms, and equipment orders.

Event & Game Management
Assist in preparing rosters, game-day packets, tickets, signage, and other materials for
home events.
Schedule and oversee student workers and volunteers for athletic events.
Coordinate hospitality for officials, visiting teams, and guests.
Support major athletic events such as Hall of Fame inductions, Senior Nights, and
postseason banquets.

Technology & Data Management
Input and maintain information in athletic management systems
Generate reports and maintain digital filing systems for records and compliance
documentation.

Professional Support
Provide confidential support to the Athletic Director, including scheduling,
correspondence, and project coordination.
Assist in onboarding and verifying compliance for seasonal coaches (certifications,
background checks, training).
Uphold school policies and model professionalism in all interactions.
Perform other duties as assigned by the Athletic Director.

Qualifications/Experience:
High school diploma required, Associate's degree or higher preferred.
Previous experience in an administrative role, preferably in an educational or nonprofit
environment.
Personal support of Saint Viator High School’s mission and vision, exercises good judgment,
personal integrity, and maturity.

Skills and Abilities:
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
Strong organizational and multitasking abilities.
Excellent communication skills, both written and verbal.
Ability to maintain confidentiality and handle sensitive information.
Proven ability to manage multiple priorities and work collaboratively in a diverse educational
environment.

Working Environment:
Work in a school environment, collaborating closely with faculty, staff, and students.
Position may require occasional evening or weekend hours for School events.
While performing the duties of this job, the employee is regularly required to talk or
hear. The employee frequently is required to stand; walk; use hands and fingers to operate a
computer, telephone and keyboard; and reach with hands and arms.
Moderate lifting is required.

About Saint Viator High School:

Saint Viator High School is a Catholic, college-preparatory community of learning called to
provide religious formation and an academic program of excellence to young men and women.
Guided by the Viatorian mission, all Saint Viator graduates are equipped to discern who God
wants them to be, discover what the world needs, and transform the communities they encounter.