Position: Athletics & Wellness Division Coordinator
Reports to: Head of Athletics & Wellness
FLSA: Exempt - full-time (12 months)
Salary Range: $67,000 - $85,000
Start Date: December 2, 2025
Anticipated Schedule: This is a full-time, 40-hour work week with required in-person attendance, typically scheduled Monday through Friday. The core hours are generally 9:00am – 5:00pm, with flexibility to adjust start and end times (e.g., 8:30am – 4:30pm or 10:00am – 6:00pm) based on division needs. Occasional evening or weekend availability is required for specific events.

POSITION SUMMARY:
The Athletics & Wellness Division Coordinator is essential for the successful administration and logistical management that ensures the efficient operation of the Athletics & Wellness Division and the Athletics & Wellness Center. This position serves as the primary support liaison for the Head of Athletics & Wellness, focusing on organizational effectiveness. Core responsibilities include overseeing the facility schedule, arranging transportation, generating business and fostering strong relationships with rental partners, managing HR compliance for onboarding new staff, and maintaining adherence to all internal business office procedures.

KEY RESPONSIBILITIES:

• Events & Logistics
  • Manage the Athletics and Wellness Center master building schedule, which includes accurately inputting all activities, proactively identifying facility conflicts, and communicating detailed operational plans for major event days.
  • Generate and distribute necessary weekly and daily building schedules to relevant staff to ensure smooth front office operations and timely room set-ups.
  • Coordinate with the Head of Athletics & Wellness and designated event managers to successfully execute special events (as needed), ensuring all logistical and on-site requirements are planned and fulfilled.
• Rentals
  • Serve as the primary liaison for rental partners and prospects, communicating space availability and pricing criteria and securing final approval from the Head of Athletics & Wellness for all arrangements.
  • Cultivate and maintain strong relationships with existing rental clients to ensure high retention levels and drive year-over-year revenue growth.
  • Draft, finalize, and manage all rental contracts under the direction of the Head of Athletics & Wellness, securing final signature authority from the Chief Administrative Officer.
  • Oversee all contract administration, including tracking signed agreements, processing payments, verifying current certificates of insurance (COIs), and managing payment ledgers for each client.
  • Conduct targeted outreach and sales efforts to prioritize and secure new prospects, strategically increasing rental business volume.
  • Strategically identify new business prospects to expand rental partnerships and increase overall business revenue.
• Transportation
  • Coordinate and manage the daily schedule for all Physical Education (P.E.) shuttle buses.
  • Oversee all aspects of student commuter transportation (AM and PM routes), including managing family registrations, tracking stop selections, facilitating internal communication, and processing payments.
  • Provide support as needed to the Associate Director of Athletics for coordinating team travel and athletic buses.
  • Reconcile and process payment for all transportation invoices (P.E., commuter, and athletics) to ensure accurate billing and financial tracking.
• Business Office Functions
  • Process and ensure administrative compliance for all departmental financial matters, including accurate invoicing, timely expense report and reimbursement submissions, and monthly credit card reconciliation.
  • Facilitate timely onboarding and compliance by partnering with the Human Resources (HR) department to ensure all new employees meet mandatory requirements.
  • Liaise with the food service operator to monitor and ensure the efficient daily operation of the lunch service.
  • Execute all purchasing of equipment and supplies for the Athletics and Wellness Center.
  • General Administration and Support
  • Supervise locker rooms and buses for Physical Education (P.E.) classes, as scheduled by the Head of Athletics & Wellness.
  • Execute administrative tasks and projects as delegated by the Head of Athletics & Wellness to ensure the successful operation of the Division. This includes, but is not limited to, providing support to the Athletics and Aquatics departments and acting as an executive assistant to the Head of Athletics & Wellness when necessary.

EDUCATION & EXPERIENCE:

• Bachelor’s degree required
• Prior experience in an administrative support, office management, events coordination, or similar operational role is strongly preferred.
• Required proficiency in Google Workspace (formerly G Suite). Experience with administrative software, specifically DocuSign and Brightly Software, is highly desirable.

PERSONAL ATTRIBUTES:

• Exceptional verbal and written communication skills
• Strong interpersonal skills that promote teamwork and foster a positive, inclusive, and supportive environment
• Superior organizational and time management skills with a proven ability to prioritize tasks, meet deadlines, and effectively manage the day-to-day operations of a large division
• Proven ability to manage stress and maintain adaptability in a fast-paced environment, demonstrating flexibility, patience, and a positive attitude.
• Commitment to diversity, equity, and inclusion, ensuring a welcoming environment for all members of the community.
• A willingness and commitment to advance the goals and mission of Sacred Heart
• Demonstrated growth mindset with an eagerness to learn new skills and embrace continuous professional development.

It is the policy of Sacred Heart to provide equal employment opportunity to all employees and applicants. This means that all employees and applicants will be treated on an equal basis without regard to race, religion, color, creed, gender, gender identity or expression, transgender status, national and ethnic origin, ancestry, disability, age, military or veteran status, marital and partnership status, citizenship status, caregiver status, sex (including pregnancy), sexual orientation, sexual and reproductive health decisions, height or weight, predisposing genetic characteristics, criminal history, actual or perceived domestic violence victim status, or any other characteristic protected by applicable state, federal or local law (collectively referred to herein as “Protected Classifications”).

In addition to the Protected Classifications set forth in this EEO Policy, the School also prohibits any form of discrimination or harassment based on being a certified medical marijuana patient, pre-employment marijuana testing, unemployment status, sexual and reproductive health decisions, salary history, arrest or conviction, or domestic violence victim status in accordance with state law.

This policy applies to all terms, conditions and privileges of employment, including but not limited to: hiring, training, faculty development, transfers, promotion, compensation, benefits, educational assistance, employee facilities, termination, and retirement.

About Convent of the Sacred Heart

The Convent of the Sacred Heart is New York City’s oldest independent school for girls, established in 1881 by the Society of the Sacred Heart. Part of a worldwide network of over 150 schools committed to the mission of Sacred Heart education, the school is housed in two landmark buildings on 91st Street and Fifth Avenue. Since its inception, Convent of the Sacred Heart has been governed by a strong commitment to the education of the whole child, addressing her intellectual, spiritual, social, and emotional development. Convent of the Sacred Heart is an equal opportunity employer. As an equal opportunity employer, Sacred Heart seeks to hire outstanding and diverse faculty who work together harmoniously toward the common mission of the school.

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