Job Description

Position Type: Support Staff Date Posted: 9/5/2024 Location: Mother McAuley Liberal Arts High School Date Available: October 2024 Closing Date: 09/23/2024 Background Information: Mother McAuley Liberal Arts High School, sponsored by the Mercy Education System of the Americas, is a Catholic college preparatory, all-girls high school, located on the southwest side of Chicago. With a balanced vision of academic excellence, cultural wealth in the liberal arts, athletic achievement, and a strong spiritual life, Mother McAuley is a place where young women grow as compassionate, responsible, and productive Christian leaders. It is through our innovative liberal arts and college-preparatory program that students are equipped with the knowledge, skills, and confidence they will need to meet the demands of a fast-changing world as decision makers and leaders guided by strong Mercy values. As such, we seek professionals who are committed and capable to fulfill this incredible mission. Position Summary: The Administrative Assistant to the Athletic Director position is a 10-month (school year) full-time position (8.0 hours/day). The hours associated with this position can vary due to athletic events occurring in the evenings. On most days, the role will require you to be present from 8:30 AM to 4:30 PM, however, on home game days, hours may shift to afternoon and evening times (ie: 12:00 - 8:00 pm). Dates with work hours being shifted into evenings will be shared at least two weeks in advance. The Administrative Assistant to the Athletic Director serves as the initial point of contact for internal and external constituents on matters pertaining to the Athletic Office. The position's primary role is to work in an administrative support role for the Athletic Director to accomplish a wide variety of tasks - transportation, event planning, financial management, communication, and more - which support efficient operation of the Athletic Department. In addition, this position provides "front-counter" support including, but not limited to directing calls and emails, coordinating general Athletic Office operations, greeting and attending to visitors and student requests. The Administrative Assistant to the Athletic Director needs to be a person who models personal care with the entire community at Mother McAuley - students, parents, faculty, staff, visitors and vendors. This position will report to the Director of Athletics. Essential Duties: (other duties may be assigned) Administrative Responsibilities Check the website regularly to ensure that each student has registered and submitted liability waivers and emergency forms. Check athletic schedules on a weekly basis for accuracy. Communication with head coaches as necessary. Coordinate with a photography vendor for team and individual photos for all sports. Displays promptness related to answering emails and telephone calls and attending to all business- related needs in a highly effective and efficient manner. Ability to successfully manage and coordinate activities (e.g. buses, schedules, meetings, travel/accommodations, student reports, historical data, etc.). Coordinates and executes any periodic mailings, both postal and electronically. Collect and process all physical exam forms for each student-athlete at the beginning of each sport season in cooperation with the School Nurse. Prepare various correspondence, reports, files, forms, etc. for the Athletic Director. When necessary, assist with various types and elements of event planning, reserving meeting spaces within and outside of the facility, ordering catering, etc., including events held outside of the school day hours. Maintain records and relay correspondence of individual athletic awards, IHSA academic achievement awards and team season reports. Prepare all athletic certificates and distribute athletic awards on awards night (i.e., letters, numerals, pins, stars, etc.) for all three seasons. Assist with and help coordinate and plan coaches meetings, award ceremonies, signing ceremonies and other athletics events Organize and keep inventory of all athletic storage areas throughout the school year. Provide any other assistance to the Athletic Director that may be required or needed. Reports to the Athletic Director. Game Day Responsibilities Assists with recruitment of volunteers and paid workers for athletic events and contests. Oversee concession stand and gate operations for home games and events including: Order and collect items for the concession stand Coordinate and schedule parent volunteers for the concession stand Oversee set-up, operations, and closing during the games and events Collect, record, and submit concession stand and gate money after games and events Places orders to restock the concession stand prior to events. Works with facilities to ensure the set-ups are done for game day events. Assist at all home indoor events, IHSA home contests and with game day preparations. Works with our Digital Marketing Specialist and Director of Communications to enhance public relations and the athletics footprint on social mediums Transportation Responsibilities ? Coordinate transportation for all teams, including out of state travel needs with input from the Athletic Director. Oversee and manage the bus schedule for our three internal buses for school-wide events. Beyond athletics, these buses are used for all field trips (curricular, arts, clubs), retreats & ministry, and student life events. Communicate with Brother Rice's contact as it relates to any shared bus usage. When inclement weather occurs, reach for the contracted bus service and communicate the school's change to schedule. Communicate with both the Director of Athletics and Assistant Athletic Director as well as coaches about student-athlete bus transportation. Financial Responsibilities Collect, record and submit athletic fees. Collect, record and submit entry fees for tournaments hosted by McAuley. Prepares financial forms and completes reimbursement forms for processing after approval. Oversee the financial ledgers for the Athletic department including revenue and expenditures. Maintain and balance budgetary records (purchase orders, invoices and vouchers). Complete check requisition forms for the Business Office for payment of bills. Core Competencies Supports and upholds the philosophy of Catholic education and the Mercy mission of the school. Well-refined interpersonal skills and the ability to interact comfortably with a variety of people. Demonstrates flexibility when it comes to mindset but also work hours. Excellent demeanor and positive attitude. Highly motivated individual with positive energy. Ability to handle a number of tasks of a diverse nature simultaneously with frequent interruptions. Extremely detail oriented and has the ability to work independently on goals and projects and sees them through to completion. Deal effectively and tactfully with faculty, staff, students, parents and guests. Establish and maintain effective work relationships with students, parents, guests, faculty, staff, as well as prospective families and the public. Excellent organizational, verbal, written and listening communication skills. The skill and ability to communicate both orally and in writing. A professional who is comfortable working on complex issues and handling multiple projects simultaneously. Dresses professionally and recognizes they are the first point of contact for people. Maintains confidentiality regarding school matters. Education/Experience: Bachelor degree preferred. Minimum of 2-5 years experience in an administrative assistant/secretarial role, experience working in a high school setting is preferred. Expertise and skill using Google Suite, Microsoft Word, Microsoft Excel, Adobe, Power Point, and various aspects of related computer software and technological products. Ability to learn database management systems. To apply: Apply through the link on the employment page of our website. Additional Information: We offer a competitive salary. Many opportunities to be involved in extracurricular activities such as club moderator and coaching are also available. Participation in these activities is strongly encouraged and welcomed. Attachment(s): Job Posting Administrative Assistant to the Athletic Director Mother McAuley Liberal Arts High School

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