Crossroads School - Athletic Department Coordinator

GENERAL DESCRIPTION 

The Athletic Department Coordinator provides administrative and operational support to the Athletic Director and serves as a key member of the Athletic Department. This position assists with the day-to-day organization of the department by coordinating communications, scheduling, event operations, athletic registration, eligibility, purchasing, inventory, and administrative processes. 

The Athletic Department Coordinator helps ensure that athletic programs operate efficiently while supporting coaches, student-athletes, families, officials, and vendors in a professional, Christ-centered manner. 

ESSENTIAL JOB FUNCTIONS 

Communications 

• Serve as a primary administrative point of contact for the Athletic Department 
• Respond to routine parent, coach, and vendor inquiries 
• Draft and distribute athletic department communications 
• Maintain department email lists and contact databases 

Calendar & Scheduling 

• Maintain the athletic department master calendar 
• Coordinate meetings, facility reservations, and event schedules 
• Assist with transportation scheduling and logistics 
• Support game and practice scheduling 

Paperwork & Administrative Support 

• Prepare, organize, and maintain department records and files 
• Assist with reports, data entry, spreadsheets, and general office administration 
• Maintain digital filing systems and department documentation 

Event Support 

• Assist with home athletic events and game-day operations 
• Coordinate volunteers and event logistics 
• Prepare game materials, passes, and event supplies 
• Support athletic banquets, awards programs, and special events 

Ordering & Purchasing 

• Prepare purchase requests 
• Order athletic equipment, uniforms, apparel, and supplies 
• Coordinate with vendors regarding orders and deliveries 

Equipment & Inventory Support 

• Assist with maintaining equipment and uniform inventories 
• Coordinate uniform checkout and collection 
• Support equipment needs, repairs, and replacements 

Athletic Eligibility Support 

• Assist with eligibility tracking 
• Monitor physicals and required participation paperwork 
• Maintain athlete participation records 
• Organize league and CIF compliance documentation 

Website & Social Media Support 

• Update athletic department webpages with schedules and announcements 
• Assist with coordinating social media content 
• Promote student-athlete achievements in coordination with the Social Media Manager 

Registration Support 

• Assist with athletic registration and enrollment 
• Verify required forms and participation documents 
• Answer parent questions regarding registration 
• Organize preseason information and tryout materials 

Officials & Vendor Coordination 

• Coordinate communication with game officials 
• Assist with confirming officials 
• Coordinate with vendors for services and purchases 
• Track invoices and assist with payment documentation 

Summer Program Support 

• Assist with planning and administration of summer athletic camps 
• Prepare materials for upcoming seasons 
• Support preseason organization and equipment ordering 
• Update department documents, forms, and handbooks 

Additional Duties 

• Perform other duties as assigned by the Athletic Director in support of the Athletic Department 

CORE COMPETENCY REQUIREMENTS 

• Lifestyle and convictions that demonstrate a Christian worldview 
• Strong organizational and time management skills 
• Excellent written and verbal communication skills 
• High attention to detail and accuracy 
• Ability to manage multiple projects and deadlines 
• Ability to maintain confidentiality and sound judgment 
• Collaborative mindset with students, parents, coaches, and staff 
• Proficiency with Google Workspace and Microsoft Office 

EDUCATION 

• Preferred, Bachelor’s Degree in related field 
• Preferred, 1 year of experience in School Athletics. 

POSITION STRUCTURE AND LEVEL 

Reporting: This position reports to the CCS Athletic Director 

Organization: CCS Athletic Department 

WORKING CONDITIONS 

• Able to open and close School Campus Facilities 
• Able to sit and work at a computer keyboard for extended periods of time. 
• Able to stoop, kneel, bend at the waist and reach daily. 
• Able to perform general office administrative activities: copying, filing, delivering and using the telephone. 
• Able to lift and move up to 25 pounds occasionally. 

MENTAL WORK DEMANDS AND POSITION REQUIREMENTS 

• Regular and on-time attendance. 
• Hours not to exceed 20 hours per week. 
• Attend in-services and professional development meetings as deemed necessary by the Administration. 

Classification: 

• FLSA Status: Non-Exempt 
• Pay Grade: CCS Pay Grade 3 

Note: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed above are representative of the knowledge, skill, and/or ability required and is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with this job.  

Benefits offered to Full time Positions: