Career Center

Summary Description: 

Reporting to Bishop’s Director of Athletics, the administrative assistant is a member of the athletics department. The role is responsible for supporting the athletics department with administrative duties, ensuring smooth running of the entire department. The role also entails collaboration with the Bishop’s coaching staff and other internal and external constituencies ensuring seamless operation of the Athletics Program at the Bishop’s School.  The position ensures a workplace environment consistent with the values and mission outlined by the Administrative Officers. Attendance at evening, weekend events, and programs. 

Skills & Abilities:

• Dedicated work ethic: proactive, responsible, reliable and attentive to deadlines.

• Excellent written, verbal, and interpersonal skills.

• Motivated, highly organized, and a self-directed individual who can effectively multitask and handle a variety of matters independently in a professional, trustworthy and mature manner with tact, diplomacy, and appropriate judgment.

• Ability to actively collaborate with all School constituencies.

• Intermediate proficiency with Google Workspace and Microsoft Office, and a willingness to become proficient in new programs, learning management systems, collaboration and productivity apps as needed.

• Embrace the special needs and requirements associated with an academic calendar and schedule which may necessitate fluctuations in workdays and hours.

• Strong advocate of the School’s mission and school values of integrity, compassion, inclusion, intellect, excellence and justice.

• Proactively support the athletics department and anticipate the needs of all constituencies.

Essential Functions and Specific Duties:

• Manage all aspects of athletic clearances, CIF Home Campus and rosters.

• Arbiter sports schedules before each athletic season by the stipulated deadlines.

• Create, post, and disseminate current weekly and next week newsletters accordingly.

• Actively participate and attend weekly meetings with key partners (e.g. campus event coordinator, security, maintenance, etc.).

• Work with the School’s registrar and submit GPA records to CIF each season in a timely fashion.

• Work closely with the director of transportation and other assigned partners on campus to coordinate transportation for larger teams based on priority, schedules, distance, etc., and work with external partners to ensure transportation if internal bus availability is not possible. 

• Ensure clearance of coaches for driving athletics vans with the assistance of the director of transportation. 

• Work closely with the assistant director of athletics determining dismissal and travel times for away games. 

• Ensure timely communication to coaches reminding them of the end of season events. 

• Support the department with clerical and administrative duties as assigned. 

• Keep supplies stocked for the department. 

• Process check requests and closely collaborates with the business office in a timely fashion. 

• Support the School and department with selling tickets at sporting events as needed. 

• Manage and approve timecards for coaches without delay for timely processing of payroll. 

• Work closely with HR and payroll to ensure proper onboarding and offboarding of coaching staff. 

• Perform other duties as directed by the director of athletics.

General

• Uphold the School’s core values.

• Demonstrate professionalism, tact and an unwavering positive attitude.

• Stay up to date on industry standards, trends, developments and legal updates.

• Make timely and ethical decisions both systematically and under pressure.

• Maintain a clean, safe, and organized work area.

• Perform, with a team approach, other duties as assigned.

PHYSICAL/ENVIRONMENTAL/MENTAL DEMANDS:  

Located in a professional office environment. This position requires working at a keyboard and remaining stationary for long periods of time. Repetitive movement of arms, hands and fingers.  The employee needs to occasionally move about the building, and position self to access file cabinets, office equipment, etc. This position frequently communicates with others and must be able to exchange accurate information. This position must have close visual acuity to perform tasks safely.  The employee may frequently need to lift, carry or otherwise move and position objects weighing up to 10 pounds and occasionally up to 25 pounds.

The position requires the employee must remain professional and composed under pressure resulting from a multitude of duties and situations which must be handled simultaneously.  The employee must maintain control in deadline situations, be quick to think and respond with appropriate judgment.

Qualifications: 

Associate degree required; Bachelor’s degree preferred. Minimum of five years of experience gained through increasingly responsible experience in office administration. Familiarity with school athletics programs strongly preferred. Some supervisory experience is preferred. Demonstrated commitment to diversity, equity, and inclusion. Familiarity with architectural, engineering or construction projects is a plus. Attendance at occasional evenings, weekend events, and programs.

The position is open until filled.  To apply, interested candidates should submit a résumé, cover letter and three professional references.