Job Description:
ROLE SUMMARY
The Administrative Assistant to the Athletics Department serves
to advance the mission and goals of the Regents School of Austin’s
Athletics Department by filtering and attending day to day functions
that are part of the Athletic Director role so the Head Athletic
Director can focus on high level leadership and strategy functions.
Possess and Model a Growing Relationship with Christ
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Pursue full devotion to Christ and live a life that reflects
that authenticity
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Model the fruits of the spirit in communications,
relationships and daily work
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Demonstrate teachability and a willing heart for service
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Embody others-centered, servant-leadership in all interactions
RESPONSIBILITIES:
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Serve as a primary point of contact between the AD Office
and on-campus community as well as off-campus community
including helping to coordinate the work of the different groups
and providing administrative support for meetings
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Manage scheduling for The Head Athletic Director and AD’s
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Draft, review, edit and send communications on behalf of The
Head Athletic Director when appropriate
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Organize and prepare for meetings, including gathering
documents and attending to logistics of meetings
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Answer and respond to phone calls, communicate messages and
information to The Head Athletic Director
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Prioritize emails and respond when necessary
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Maintain various records and documents for the Athletic
Department - ex. Record of End of Season results
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Provide coordination, monitoring, and communication of
projects and programs
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Assist The Head Athletic Director in the development of
presentations for internal and external audiences
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Maintain accounts of financial income and expenses
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Determine priority of matters of attention for The Head
Athletic Director; redirect matters to staff to handle, or
handle matters personally, as appropriate
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Keep the Head Athletic Director advised of time-sensitive
and priority issues, ensuring appropriate follow-up
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Work with The Head Athletic Director and all AD’s to submit
Academic All State, All State TAPPS awards
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Assist The Head Athletic Director and AD’s with End of Year
chapel awards
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Routinely perform a wide variety of support duties
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Maintain Google systems, documents and functioning
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Maintain confidential and sensitive information
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Other additional and/or alternative duties as assigned from
time to time, including supporting other departments or coaching
staff as needed
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Assist and serve our Student Athletes who are interested in
pursuing playing collegiate sports
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Support the student athletes in every way possible to ensure
their success and achievement both on and off the courts,
fields, etc.
Calendar/Scheduling:
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Owner of master Google Calendar for Athletics Dept, adding
OOT, bdays, important dates
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Gatekeeper for ALL Athletic Tandem events- adding and
removing all dates to ensure no conflicts
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Work with Grammar Administration to schedule any use of
Athletic facilities for entire school
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Attend and preside over the weekly Athletic Department
Calendar meetings
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Attend weekly All School Calendar meetings
Events/Communication/Promotion:
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Create certificates for any awards throughout the year
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Senior Night schedule and programs- All Sports
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Football game scripts and program
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Regents Newsletter submissions
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Letter Jacket Day
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College Signing Day
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Game Promos
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Sports schedule communication for website
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Enhance the Community’s awareness of sporting events and results
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Intent to Play (Fall, Winter, Spring)
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Work with trainers on athletic paperwork
Financial:
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Enter all PR’s in Intaact
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Enter all credit card transactions into Nexonia
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Submit all cash/checks to Business Office
Hospitality:
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Serve all Athletic Directors in day to day tasks
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Serve as front desk hospitality for the office to catch all
questions and visitors
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Welcome new coaches, Program Directors with welcome bags and instructions
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Assist in planning Christmas, End of Year parties, celebrations
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Order all materials and equipment needed in athletics office
Summer Camps:
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Develop master calendar for sports camps
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Coordinate with camp directors (varsity head coaches) on
camp details
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Coordinate with school facility personnel to ensure summer
facility use
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Coordinate with business office to ensure camp revenue and
payment distribution
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Coordinate with website manager for camp promotion and
online registration system
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Manage camp counselor paperwork requirements
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Plan and purchase snacks
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Distribute snacks to camps each day
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Determine and order camp awards with award vendor
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Determine artwork and theme for tshirts with tshirt vendor
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Work registration table at start and end of camp each day
____________________________________________________________________________________
Regents School of Austin is a unique K-12 school that educates
1,000 students on an 82-acre campus in southwest Austin. Our mission
is to provide a classical, Christian education, founded upon and
informed by a Christian worldview, that equips students to know,
love, and practice that which is true, good and beautiful, and
challenges them to strive for excellence as they live purposefully
and intelligently in the service of God and man. Regents School of
Austin is well recognized by peers for outstanding accomplishments
in teaching, curriculum, students' achievement, parental
involvement, and community support.
Regents Athletics helps to fulfill the mission of the school by
teaching the Christian way of competing and the Christian way of
life as expressed through our three core values in athletics -
character, commitment, and community. The Regents Athletic
Department acknowledges the following order of priorities in our
school: 1) God, 2) family, 3) academics, and 4) athletics. When
this order is followed, it gives student-athletes the opportunity to
be balanced spiritually, physically, mentally, and emotionally.
