Athletic Department Administrative Assistant School Year

Job Type

Full-time

Description

POSITION SUMMARY:

The Athletic Department Administrative Assistant position is responsible for assisting the Director in all aspects of coordination of all Resurrection Christian School athletic programs. The primary focus for the Athletic Department Administrative Assistant is clerical support, record-keeping, scheduling coordination, and communication assistance.

ABOUT RCS:

Resurrection Christian School is a private, non-denominational Christian college-preparatory school located in Loveland, Colorado. Founded in 1998 by Rez. Church, Resurrection Christian School serves students from Pre-K through 12th grade. RCS is the largest Christian school in Northern Colorado, serving nearly 900 families from 19 communities over a 25-mile radius. School enrollment for the 2025-2026 school year is approximately 1,350 students. RCS is fully accredited by the Association of Christian Schools International (ACSI); AdvancED.

ESSENTIAL FUNCTIONS and RESPONSIBILITIES:

• Assist the Athletic Director in the development of athletic schedules and official schedules for all contests.

• Assist the Athletic Director in coordination of support personnel for all athletic contests including game management, ticket sales, security, athletic trainer and emergency personnel.

• Assist in scheduling and coordinating transportation to and from events.

• Assist the Athletic Director in the supervision of the athletic coaches for middle school and high school.

• Assist the Athletic Director in ensuring that all applicable CHSAA laws and regulations are applied and followed.

• Assist the Athletic Director in the management and implementation of ArbiterSports to ensure all athletes are eligible as per CHSAA rules.

• Assist Athletic Director and coaches with the reporting of event scores and other maintenance on MaxPreps or similar platforms.

• Create materials to publicize athletic and sporting events, both in print and electronic formats, for the purpose of disseminating information and fostering enhanced awareness among students, parents, staff and community in recognizing and supporting the school’s athletic programs and attending events.

• Maintain a professional relationship with media sources for the purpose of providing information regarding schedules, postponements or cancellations, sporting event statistics, records and other relevant information.

• Coordinate effective timely communication with parents, coaches and athletes regarding athletics schedules, uniforms, equipment, team photos, and Spirit Wear orders.

• Assist the Athletic Director and coaching staff with allocation of uniforms and equipment before, during and after each sport season.

• Coordinate with others for the purpose of scheduling activities that occur prior to, during and after the athletic events.

• Maintain records and documents as required and necessary to ensure proper documentation of athletic program activities, events, participation, and related information for the purpose of complying with school policies as well as applicable laws and regulation.

• Ensure the student athletes understand and are aware of the Student Athletic Code of Conduct policy.

• Assist the Athletic Director with daily paperwork and office functions (accounts receivable, billing, email communication, phone calls).

• Assist coaches and athletes in the Athletic Office.

• Assist by driving a van as necessary or in emergency situations.

• Answer phones, greet visitors, and manage inbox.

• Ensure all created documents are saved in the shared Google Drive folder for centralized access.

• Monitor and maintain stock of office supplies, printer paper, ink/toner, and other essential materials for the Athletic Office; coordinate reorders and restocking as needed.

• Onboard parents and students into Basecamp, assign them to their respective sports teams, and ensure the platform remains current and well-organized with all relevant information disseminated by the Athletic Office.

• Create and maintain locker room assignment spreadsheet.

• Maintain and update team rosters for each sport.

• Maintain and update the comprehensive athletic in both Arbiter and Google Calendar.

• Approve athlete registrations, physicals, and CHSAA forms through Arbiter.

• Enter early release attendance in Renweb.

• Submit athletic highlights to the school newsletter.

• Submit social media content to marketing through ticket submission system.

• Confirm scheduled games with each opposing school.

• Create weekly staff schedule of athletic events, dismissals, and game locations.

• Communicate photo date details to athletes, parents, and coaches and populate CSV’s for photo vendors.

• Assist the AAD in overseeing Parent Managers to ensure alignment with expectations, including attending pre-season meetings.

• Support Parent Managers in coordinating team logistics (meals, banquets, etc. ), and provide consistent guidelines outlined in the Parent Manager Handbook, including making sure purchases align with the budget.

• Help with Game Day Operations by adding games and rosters to ScoreVision with guidance from the AAD.

• Help with Game Day Operations by printing game-day rosters or QR codes, creating and printing announcer scripts and creating and printing team room signs for all home events.

• Maintain and share with coaches the Awards tracking spreadsheet and Create award certificates for banquets.

• Order all letter and letter jacket patches and pins from the vendors for All Conference, All State, All Area, and other postseason honors.

• Coordinate trophy.