JOB SUMMARY:
Under the supervision of the Principal and Athletic Director, provides support in a wide range of office and school operations; provides support by planning, organizing, supervising and participating in the Athletic Office administrative operation; maintains confidentiality of sensitive and personal information; prepares and maintains a variety of records and reports related to assigned activities.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.
- Main Point of Contact. Act as the first point of contact with the parent-and-student community, coaches, and DC staff for general questions and/or concerns pertaining to athletics. Able to forward questions and concerns to the appropriate person. Act as a departmental ambassador to ensure school and departmental mission and vision are maintained.
- PlanetHS. Manage the PlanetHS cloud-based website for the collection of all medical, emergency and insurance documents as required by the Michigan High School Athletic Association (MHSAA). Review and approve all documents received are accurate, complete, and approved for each student athlete prior to participation in HS sports.
- Catholic High School League. Participate in the Fall Pre-Season CHSL AD meeting. Ensure CHSL-mandated documents are submitted for each sport, including Master Eligibility Lists, Transfer Reports, all team rosters and photos (with IDs). Assist Athletic Director (AD) in ensuring all schedules are accurate.
- Tryout Information. Work with AD to ensure all tryout information is established, documented and communicated with the community.
- Team Rosters. Assist AD in finalizing team rosters for publication and sharing with opposing schools.
- Human Resources. Maintain constant communication with team coaches to ensure all employee documentation is complete and approved (work with DCHS Main Office); develop and create seasonal coaching contracts per coach; and process payroll accordingly at the conclusion of each season.
- Coach Assistance. Work closely with all coaches to ensure necessary resources are provided; including setting up emails, social media assistance, key distribution, injury report development and facility availability.
- FMX Calendar. Maintain athletic entries to the FMX calendar while coordinating requested activities with the game/practice google calendar. Ensure FMX is updated with all requests for team meals, coaches meetings, team meetings, etc.
- Participation Fees and Other Fees. Set up FACTS Pay-It links and monitor the collection of all mandated Participation Fees and auxiliary fees as requested by the Athletic Director and coaching staff. Communicate status in a timely manner.
- End of Season. Inventory and order all pins/letters/certificates for the entire year for end of season banquets. Coordinate with coaches to create certificates for distribution. Provide support to teams in preparation for the end of season banquet.
- Youth Camp. Work closely with the Operations and Advancement Teams to develop schedules and publications for yearly summer youth camps. Ensure facility availability, and set up FACTS Pay-It link for the collection of registration for all camps. Communicate registration information with individual coaches multiple times prior to camp dates. Ensure all funds collected are reconciled and transferred to individual team accounts held by the High School for use by specific teams.
- Accounts Payable Manager: Manage all financial bookkeeping records for the Athletic Department. Receive, review with coach and process all athletic invoices ensuring payments made from the correct accounts and processed in a timely manner. Manage Athletic-specific general ledger of accounts and periodically reconcile with HS Main Office accountant to ensure accuracy.
- Accounts Receivable Manager: Collect, track and deposit all funds received in association with DCHS hosted invitationals,donations, etc. Follow up as necessary to ensure all invitational payments are received. Keep the coach updated on current account status.
- Game Management. Assist AD in home game management as needed, including communicating with visiting schools to ensure date and time of the event, requesting and publishing team rosters, ensuring game officials assignments are fulfilled, GoFan links/QR Codes are prepared, and credit card readers charged and ready.
- Attendance Reporting. Review daily attendance reports and notify impacted coaches of student/athlete ineligibility due to daily absence activity.
- Departmental Budget. Assist AD with development and tracking of departmental budget. Coordinate income and expenses with Parish accountant in the maintenance of said budget.
- Incoming Freshman. Manage incoming freshman athletic interest form and ensure coaches are provided accurate and timely data to ensure positive connection with all incoming students.
- Falcon Athletic Boosters. On-Staff Financial liaison to the FAB board of directors. Assist with the yearly fundraiser by providing historical information and contacts, manage and process all invoices and ensure vendors are paid in a timely manner.
- Athletic Pass. Manage the Pay-It link for the sale and collection of purchases of the annual Athletic Passes (All-Campus and Senior); design and print passes using Badgy printer and accessories. Communicate and distribute all passes to purchasers.
- Website. Assist Assistant Athletic Director and Advancement Team to provide help as needed with website updates.
- General Support to the AD. Provide assistance as requested in communication with parents, students and/or coaches. Preparation for seasonal coaches and parent meetings, tracking and collection of online payments associated with Media Guide sponsors and pre-sales, facility requests, Michigan Catholic Conference (MCC) insurance requests as needed, athletic signing ceremonies and end of year athletic celebration.
- Trophies/Awards. Try (as best as possible) to organize and maintain team trophies in an organized and efficient manner. Honor historical milestones…
In-depth knowledge of:
- Organizational operations, policies and objectives.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Modern office practices, procedures and equipment.
- Operation of a computer and assigned software including:
- ArbiterSports
- Schedule Star
- FMX
- PlanetHS
- Microsoft Excel/Word
- Google Suite (Worksheet/Docs/Forms)
- FACTS (Pay-It)
- GoFan, and GoFan Box Office
- Badgy Printer
Ability to:
- Learn school organization, operations, policies and objectives.
- Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
- Assure smooth and efficient office operations.
- Maintain a variety of records, logs and files.
- Understand and carry out oral and written instructions.
- Compose correspondence and written materials independently or from oral instructions.
- Establish and maintain cooperative and effective working relationships with others.
- Ability to maintain professional demeanor in all interpersonal communication via telephone, email or in person communication.
- Meet schedules and timelines.
- Complete work with many interruptions.
- Work independently with little direction.
EDUCATION/EXPERIENCE:
Any combination equivalent to: graduation from high school supplemented by additional training in office management including organization and administrative skills. Five years of experience in increasingly responsible administrative management. Proficiency in data integration from various software platforms to Microsoft and Google platforms for tracking and reporting personal and financial purposes.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Sitting, standing and walking for extended periods of time.
- Dexterity of hands and fingers to operate assigned equipment and a computer keyboard.
- Hearing and speaking to exchange information in person and on the telephone.
- Reaching overhead and above shoulders to retrieve files and materials.
- Bending at the waist, kneeling or crouching to file materials.
- The employee must occasionally lift and/or move up to 25 pounds.
- Seeing to read a variety of materials.
WORK ENVIRONMENT:
- Primarily Indoor/school office environment. Constant need for multitasking. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
- Ability and willingness to work after normal business hours to ensure support at evening events as required. Many events take place outdoors in all weather conditions.
BENEFITS:
Interested applicants who currently have a student at either Divine Child High School or Divine Child Elementary may receive tuition support in addition to compensation.
APPLICATION PROCESS:
Interested applicants should submit the following materials: a cover letter, resume, and a list of references to: Mrs. Renee Crumrine, crumriner@divinechildhighschool.org
Divine Child High School is an equal opportunity employer that makes decisions regarding employment based on merit, qualifications, and abilities without regards to race, color, national origin, or any other protected status.