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 email@example.com (no faxes or phone calls, please).