Athletics Program Coordinator

Description

At The Mount Vernon School, students are empowered to discover, explore, learn, design, create, and effect change. With a commitment to Identity, Diversity, Equity, and Action (IDEA), we welcome the opportunity to engage in honest, vulnerable, and courageous conversations that challenge our biases and assumptions. Our goal is to design a better world, so we choose to equip students with the knowledge, skills, attributes, and relationships they need to be impact-ready.

The Team 

The Athletic Team works collaboratively to deliver a high quality experience for students and parents that lives into their core value, “We Over Me”. With an Athletic Director, 2 Assistant Athletic Directors, and a Director of Sports Medicine, the Athletics Departments work with dozens of coaches to provide high quality athletic programs for our students. Mount Vernon Athletics is the 2024 winner of the prestigious Georgia Athletic Directors Association (GADA) Director’s Cup. The highest achievement a high school athletic program can receive, the Director’s Cup reflects the overall success of the entire athletic program, with points awarded for each team based on their finish in the GHSA state playoffs. The Athletics Team is committed to building a team-first culture and through empathy, respect, integrity, resilience, excellence, and fun.

The Role

The Athletic Coordinator plays a vital role in the daily operations of Mount Vernon’s athletics program, ensuring organizational excellence, clear communication, and seamless coordination across multiple teams and stakeholders. This individual manages all GHSA compliance processes, supports onboarding and certification of coaches, and maintains accurate records and schedules. Acting as a key liaison between families, coaches, and administration, the coordinator fosters strong relationships while managing a wide range of logistics. The ideal candidate thrives in a fast-paced environment, balancing detailed administrative tasks with warm, responsive service to students, staff, and families.

Responsibilities 

The Athletic Coordinator manages communication, operations, & logistics across all athletic programs including:

GHSA Duties

• Register returning and rising Grade 9 student athlete’s eligibility (late July)
• Submit paperwork required by GHSA
• Collect/submit proper paperwork for bonafide move transfers & appeals when necessary
• Register new community coaches for proper classes to be certified
• Oversee deadlines of yearly GHSA rules tests and collect certificate of completions
• Set up GHSA Dragonfly passes for all US coaches and proper administrators
• Update staff roster on the GHSA website

Family Facing

• Manage reimbursements to parents who submit check requests
• Act as liaison between team parents and athletics on questions of protocol (EOS banquets, senior days, senior gifts, snacks, etc.)
• Send billing lists of families to finance office for fees and ancillary costs per team

Administrative within Athletic Department

• Serve as Game Administrator throughout the school year for home contests
• Map all home spaces for practices and contests for MS and US teams
• Communicate any adjustments with stakeholders
• Set meeting times between AD/Varsity HCs - start and end of season
• Send EOS surveys to parents and athletes 
• Send mid-year surveys to athletes
• Run all aspects of Signing Day ceremony (2-3 per year)
• Assist athletic director, athletes, and families in organizing signing day ceremonies and helping with set-up
• Process check request reimbursements between coaches and business office
• Handle phone inquiries; send to appropriate athletic administrator 
• Initiate onboarding of coaches (processed through with HR)
• Verify Veracross information (roster, schedule, dismissal times) for Varsity and JV teams
• Other athletic related administrative duties

Core Competencies 

• Understands & contributes to School culture, mission/purpose
• Builds relationships & culture through effective communication
• Ability to design moments and empower teams
• Effective at coaching and developing talent
• Possesses an ethic of excellence, quality, accuracy, and professionalism
• Proficiency in Google Suite & Mac/Apple OS
  

Requirements

• Bachelor’s degree in athletic administration, physical education, or a related discipline
• Successful track record working with student-athletes & coaches, preferably in independent schools
• Outstanding interpersonal and communication skills, with a professional and empathetic approach
• Excellent organizational skills
• Detail-oriented and able to work collaboratively
• High-energy and enthusiastic about working in an academic atmosphere

This job description is intended to describe the basic elements of the job and should not be construed as an exhaustive list of all responsibilities, skills, efforts or working conditions associated with the job. This job description does not constitute a contract. It may be modified or amended at any time as determined in the School’s discretion.

The faculty and staff of The Mount Vernon School believe the fair and equitable treatment of employees is critical to fulfilling its mission and purpose. It is the policy of The Mount Vernon School to conduct business and provide equal employment opportunity to all persons without regard to race, color, age, religion, gender, sexual orientation, national origin, disability status, protected veteran status or any other characteristic protected by federal, state or local laws.