Athletic & Office Specialist - Urbana School District

Urbana School District #116

TITLE: Athletic & Office Specialist

LOCATION: Urbana High School

SUPERVISOR: Building Principal &Athletic Director /Assistant Principal

JOB SUMMARY:The responsibility of the Athletic & Office Specialist is to perform general secretarial and clerical duties to support all building administrators and the Athletic Director. The Athletic & Office Specialist is responsible for facilitating the efficient operation of the athletic department by assisting the athletic director with planning and implementing all athletic functions within the district, including processing paperwork for volunteers and coaches hired to implement athletic programs. The Athletic & Office Specialist must work collaboratively to create a positive and effective office environment.

ESSENTIAL FUNCTIONS:To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

• Perform general secretarial/clerical work to support all building principals and the Athletic Director, including preparing letters and correspondence, copying, answering telephone calls, coordinating schedules, and filing.
• Complete main office duties of managing visitors, transferring calls to appropriate departments, and handling emergency diabetic, asthma, and allergy situations as support for the building nurse.
• Plans and supervises purposeful assignments for teacher assistants and volunteers.
• Maintain the sports registration website (8to18), the IHSA website contact information, and the public sports information website (Athletics2000).
• Maintain the sports schedules through the scheduling program. Arrange officials, send and receive sports contracts, keep financials for special sporting events, order awards as needed, and pay officials.
• Maintain sports participation and award records in Skyward.
• Run academic eligibility weekly; run semester eligibility at the end of each semester.
• Process Free and Reduced Lunch applications at registration and as needed; perform the September and October audits as directed by the Business Office.
• Coordinate with coaches for rosters, eligibility, transportation, banquets, and supplies.
• Process hiring and other paperwork for athletic positions such as coaches and volunteers and scheduling New Employee Orientation. Maintain athletic spreadsheet with stipends, positions, etc.
• Submit grades online to the ISBE website and the registrar for Drivers Education. Maintain paper records in-house.
• Maintain student physicals and athletic fees.
• Assist with the mailing duties in the staff mailroom (i.e., assisting with campus mail, postal mail, etc.).
• Assist in coordinating information with Urbana Alumni (i.e., newsletters, class reunion, etc..)
• Collaborate with other office members to successfully implement annual processes, such as student registration, Open Houses, and graduation.  
• Cross-train on other office roles to assist colleagues as needed.
• Strives to maintain and improve professional competence.
• Attends staff meetings and in-service activities as directed.
• Serves on staff committees as required.
• Possess and maintain knowledge of the contents of the Student/Parent Handbook.
• Maintains professional relationships with students and faculty, follows the teaching profession's ethics, and promotes students' welfare at all times.
• Assist with monitoring students who are in the school’s office.
• Communicate positively and clearly with administrators, teachers, Central Office personnel, parents, students, and community members.
• Collaborate with colleagues and administrators to create a positive, supportive, and effective working environment.
• Perform any additional duties assigned by the building principal and/or associate and assistant principals.

ADDITIONAL RESPONSIBILITIES:Facilitating and working at extra-curricular events.

QUALIFICATIONS:

• Strong clerical and interpersonal skills
• Experience/familiarity with various computer programs and technology
• Good organizational skills
• Detail-oriented
• Ability to multitask in a busy environment

TERMS OF EMPLOYMENT:

• Salary is commensurate with experience and education
• 12-Month Position; 8 Hours/Day
• Clerical Level III

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support personnel.

START DATE: ASAP

NOTE: This is not a position within the collective bargaining unit and is not an administrative position.  This is a non-exempt position.

AN EQUAL OPPORTUNITY EMPLOYER

REVISED:August 2018