Lakeside School, an independent 5-12 coeducational day school located in North Seattle is currently recruiting for an Athletics Administrative Assistant. The Athletics Administrative Assistant reports to the Director of Athletics and is part of an interscholastic athletics program that includes 23 varsity teams, most of which have both sub-varsity and middle-school counterparts. The Athletics Administrative Assistant is directly responsible for supporting the activities of all individual sports programs and is responsible for coordinating all transportation requests for the entire school.
Duties and Responsibilities (Essential Job Functions)
Maintain the professional atmosphere of the athletics offices, manage requests for meetings, create all event plans related to athletics, and act on behalf of the director of athletics when communicating with email and phone requests.
Manage files for coaches, including certifications and contracts; provide updates to the coaches and the director of athletics so that coaches are eligible to work.
Manage files for athletes, including physical exams and other forms needed compete.
Communicate with families and program heads to ensure that athletes are eligible.
Serve as one of the lead managers of all athletics data on Veracross and the athletics web pages, including team rosters, game schedules, and coach permissions.
Maintain and update program records and statistics (in coordination with program heads).
Determine best transportation options for all school trips (field trips, student and faculty retreats, GSL, service learning, athletics, summer school, etc.) including buses, school-owned and charter. Actively strategize to acquire best financial contract for the school from charter companies.
Manage the athletics budget. Process invoices and receipts. Maintain accurate spreadsheet of all expenses and revenue that come through the athletics office. Reconcile, monthly, with the business office to ensure their records match the athletics department records.
Serve as an in-building contact for all constituents (students, parents/guardians, staff) on issues related to Upper School athletics.
Manage the end-of-season banquets for all programs including reserving spaces, ordering awards, printing certificates, and managing parent/guardian volunteers.
Manage the concession stand inventory and prepare concessions for all events
Other duties as assigned by the director of athletics.
Qualifications (Knowledge, Skills and Abilities)
Desire to work in an athletics department representing a diverse population.
Ability to work in an environment where flexibility is crucial.
Capacity to strike a good balance between being kid-friendly and setting appropriate boundaries for students.
Excellent organizational skills and ability to effectively prioritize workload.
High attention to detail.
Strong communication skills and ability to build relationships with core constituents.
Anticipate needs; offer proactive support.
Take ownership of all tasks. Ability to troubleshoot and resolve problems independently. If help is needed, consider appropriate avenues for getting answers to questions.
Team player with a sense of humor.
Provide world-class customer service with a collaborative, friendly demeanor.
Proficiency with Microsoft Office software, particularly Outlook, Word, and Excel. Experience with Photoshop, Publisher, or similar software highly desired.
Ability to quickly learn new software.
Demonstration of cultural awareness, including knowledge of themselves and the culture lenses they bring to interactions.
An understanding of different perspectives, the ability to interact respectfully with cultures other than their own, and ability to cultivate meaningful relationships with people who have different cultural frameworks.
Candidates must satisfactorily complete two criminal background checks.
Education and Experience
1-2 years prior office experience desired.
Additional Information The work schedule will vary according to athletic event schedules but primarily be afternoons, evenings, weekends.
Fall sports season: Begins early August and concludes mid-November. Winter sports season: Begins early November and concludes early March. Spring sports season: Begins early February and concludes in late May.
While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms and carry office related supplies and equipment.
Ability to walk from upper school to middle school campus (about 3 long blocks away).
Ability to lift up to 25 pounds overhead.
Standing/sitting for long period of time during event days which exceed eight hours.
Potential exposure to dust.
Exposure to outside weather conditions such as rain, snow, wind and fog.
Working At Lakeside At Lakeside we are committed to sustaining a school in which individuals representing diverse cultures and experiences instruct one another in the meaning and value of community. To learn more about working at Lakeside, including our professional development and mentoring programs, benefits, diversity and inclusion, and opportunities for involvement in non-academic programs, please visit our Careers page on the Lakeside School website.
Lakeside School is an Equal Opportunity Employer. Diverse candidates are encouraged to apply.
Participate in the Independent School Diversity Career Fair hosted by Lakeside School Saturday, February 1, 2020
The School’s Mission and shared commitment of all Lakeside employees is to develop in intellectually capable young people the creative minds, healthy bodies, and ethical spirits to contribute wisdom, compassion, and leadership to a global society. We provide a rigorous, dynamic academic program through which effective educators lead students to take responsibility for learning. We are committed to sustaining a school in which individuals representing diverse cultures and experiences instruct one another in the meaning and value of community and in the joy and importance of lifelong learning.