Athletics Office Assistant

Bachelor’s Degree
Excellent computer skills (MS Word; Excel; Google Forms; Blackbaud Athletics Module)
Excellent attention to detail, organization and communication skills
Broad-based experience in Athletics preferred

The Athletics Office Assistant reports to the Director of Athletics and plays an integral role in assisting her in managing the day-to-day operations in the Athletics Department of the Spence School, with a focus on providing high quality customer service to the Spence community, AAIS League and NYSAIS members, and maximizing the efficiency of the Athletics office operations.

Assistant to Director of Athletics
  • Assist the AD in managing the Athletics operations including but not limited to:
    • Preparing and sending parent communications regarding schedule changes
    • Preparing and sending communications to transportation contacts, game officials and coaches regarding game, practice or venue changes
    • Preparing for review, weekly reports regarding team venue and transportation assignments
    • Preparing for review, and sending weekly faculty communications regarding team Early Dismissals
  • In coordination with the AD assist with Team Trip planning, including but not limited to:
    • Assist with the coordination of and obtain hotel reservations, transportation booking and petty cash requests and reconciliation for meal money for team tournaments
    • File post-trip reconciliation report for review and submission to the business office
  • Manage and maintain AD’s calendar
  • Schedule and manage seasonal communications with parents for team registration and assist with the collection of forms required for student participation.
  • Generate and distribute external correspondences on behalf of the AD regarding seasonal game confirmations with opponents and AAIS Officials assignors
  • Organize and maintain files for Purchase Orders and Credit Card purchases, equipment and uniform inventory and advising/research for uniform/equipment purchasing needs
  • In coordination with the AD, prepare for review monthly credit card reconciliation reports to ensure timely and accurate submission to the Business Office.
  • Review and request venue COI’s from the Business Office, based on venue assignments and rental agreements
  • Process on-boarding requests for new coaches with IT for email and website access and manage the seasonal Coaches’ Emergency Contact database
  • Prepare seasonal NYSAIS tournament packets for review
  • Assist with producing  promotional materials for playoffs, Homecoming, Spirit Store, MS events
  • Other duties and projects as assigned

Applicants should email cover letter and resume as a single file in PDF format—please include the applicant’s name in the file name—to athletics@spenceschool.org (no faxes or phone calls, please).