Athletics Assistant

Athletics Assistant

The Vanguard School

Mission:
The mission of The Vanguard School is to help guide students in the development of their character and academic potential through academically rigorous, content-rich educational programs.

Job Product

Provides administrative, operational, and event support to the Athletic Director to ensure the efficient day-to-day operation of The Vanguard School's athletic program while promoting a positive experience for student-athletes, coaches, families, and spectators.

General Purpose

The Athletics Assistant supports the Athletic Director with the organization, coordination, and daily operations of the secondary athletic program. This position assists with athletic events, scheduling, communications, recordkeeping, equipment management, and compliance-related tasks while helping ensure athletic activities are conducted in accordance with school policies, CHSAA regulations, and conference guidelines.

Essential Duties and Responsibilities

Athletic Program Support

• Assist the Athletic Director with the day-to-day operations of the athletic department.


• Provide administrative support including correspondence, filing, scheduling, and data entry.


• Maintain athletic calendars, schedules, and team rosters.


• Assist with preparing athletic reports, forms, and documentation.


• Support coaches with administrative requests and operational needs.

CHSAA & Student Eligibility

• Assist with tracking athlete registration requirements, including physicals, parent permissions, fees, and required documentation.


• Help monitor academic eligibility requirements under the direction of the Athletic Director.


• Maintain organized records related to CHSAA compliance.


• Assist with coach certification tracking and required documentation.

Game & Event Operations

• Assist with coordinating home athletic contests and special events.


• Help schedule officials, volunteers, scorekeepers, announcers, clock operators, and other game personnel.


• Assist with setup and breakdown of athletic events.


• Serve as event support during home contests as assigned.


• Coordinate transportation logistics for athletic teams when needed.

Communication

• Assist with promoting athletic programs through announcements, newsletters, social media, website updates, and school communications.


• Help prepare athletic event information for families and staff.


• Respond to routine inquiries from parents, coaches, students, and community members, referring complex matters to the Athletic Director.

Equipment & Facilities

• Assist with inventory, distribution, collection, and storage of athletic equipment and uniforms.


• Help coordinate facility usage for practices, games, and special events.


• Report facility maintenance or safety concerns to the Athletic Director.


• Assist in maintaining clean, organized, and safe athletic facilities.

Athletic Department Administration

• Maintain records of athletic awards, letters, and recognition.


• Assist with ordering supplies, uniforms, awards, and equipment.


• Support budget tracking by organizing invoices, purchase requests, and receipts.


• Maintain organized electronic and physical department files.


• Assist with annual updates to athletic handbooks and department materials.

Coaching & Staff Support

• Assist Human Resources and the Athletic Director with coaching job postings and hiring logistics.


• Help coordinate coach onboarding, orientation materials, and required documentation.


• Schedule meetings, trainings, and department events.

School & Community Relations

• Promote positive relationships with students, parents, staff, officials, and community members.


• Represent The Vanguard School in a professional and courteous manner.


• Support the Athletic Director in fostering a culture of sportsmanship and student character development.

Other Duties and Responsibilities

• Perform other duties as assigned by the Athletic Director or school administration.


• Assist with special projects and school events as needed.

Minimum Requirements

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred.


• Previous experience in athletics, coaching, event coordination, administrative support, or a related field preferred.


• Strong organizational, communication, and customer service skills.


• Ability to prioritize multiple tasks in a fast-paced environment.


• Working knowledge of Microsoft Office (Word, Excel, Outlook) and Google Workspace.


• Ability to maintain confidentiality and exercise sound judgment.


• Ability to work evenings and occasional weekends during athletic seasons.

Preferred Qualifications

• Experience working in a school athletic department.


• Familiarity with CHSAA rules and athletic operations.


• CPR/First Aid certification preferred.

Physical Requirements

• Ability to lift up to 40 pounds.


• Ability to stand and walk for extended periods during athletic events.


• Ability to work both indoors and outdoors in varying weather conditions.


• Ability to assist with event setup and equipment movement.

Salary

Starting at $18.00 per hour, commensurate with experience and qualifications.

Disclaimers

• You are required to disclose relevant issues related to criminal history, employment history, and licensure history in order to apply.


• All employees must submit to and pass a CBI/FBI fingerprint background check as a condition of employment.


• The Vanguard School is subject to all federal and state laws and constitutional provisions prohibiting discrimination on the basis of disability, race, creed, color, sex, sexual orientation, national origin, religion, or ancestry in its programs and activities.


• Applicants who upload transcripts or certifications may redact dates of birth and attendance/completion. An unredacted copy will be requested upon an offer of employment.