Frontline Applicant Tracking - Westfield Washington School District

Openings as of 3/18/2025
Secretarial/Clerical

Athletic Administrative Assistant

JobID: 1164

Position Type:
  Secretarial/Clerical/Secretary


Date Posted:
  3/17/2025


Location:
  Westfield High School


Date Available:
  5/27/25


  Athletic Administrative Assistant
Job Description & Responsibilities
Interested Applicants should send a letter of interest and resume to:
Andy Tebbe - Athletic Director
tebbea@wws.k12.in.us

The Athletic Administrative Assistant will assist the Athletic Director and Assistant Athletic
Directors in all facets of the athletic office including being responsible for, overseeing, and
performing all of the following tasks.

Administrative Support to Athletic Administrators
•  Assist athletic administrators with day to day operations of the athletic department
•  Order supplies as needed for the office

Software and Technology
•  Learn / be proficient with EventLink software (athletic scheduling)
•  Learn / be proficient with Arbiter Software (Officials)
•  Learn / be proficient with FinalForms Software (Athletic Registration)
•  Learn / be proficient with with MasterLibrary (Facility Scheduling)
•  Schedule all events in ML
•  Coaches and Parent Meetings
•  Learn / be proficient in Google Docs, Sheets, Slides

Confirm Events
•  Call, Email, Contact Schools to confirm events
•  Text Officials gameday reminders

Awards
•  Work with coaches to order awards for season end banquets
•  Work with coaches on banquet dates and locations
•  Order trophies for events that need them
•  Order letter jackets and patches for athletes
•  Order and maintain inventory for Letters, Numerals, and Icons
•  Digitize records for all athletes and their awards

Event Preparation
•  Construct Rosters
•  Work with coaches on roster construction/presentation
•  Copy Rosters
•  Contact schools for visiting team rosters
•  Prepare ticket taking bags with card readers and cash
•  Send invoices and keep track of tournament entry fees

Deposits
•  Count and Deposit Money for all events
•  Deposit all other types of income stream
Purchase Orders and Deliveries
•  Prepare all purchase orders for Workers, Vendors, Entry fees, etc
•  Oversee all online orders and payments
•  Oversee deliveries and notify ADs and Coaches

Attend Season Coaches Meetings
• Fall, Winter, Spring ( 3-6 meetings a year)
• Organize and Maintain files
• Purchase orders
• Vendors

WABC
•  Be a board member on the booster club
• Work with WABC treasurer on payments
•  Become authorized check writer for WABC
•  Work with coaches and their Spirit Club financials
•  Oversee distribution of Value Cards (Fall fundraiser)
•  Assist with concession stand inventory and preparation (coke and vendor deliveries)
•  Assist with WABC Scholarships
•  Assist with Golf Outing

Coke
•  Oversee maintenance and repairs of coolers
• Special/Recognition Nights with Teams
•  Work with coaches and team parents organizing recognition nights
•  Senior Night
• Other nights i.e. teacher appreciation, youth nights, etc

IHSAA
•  Work with coaches on tournament entry
•  Enter Waivers for athletes
• Other School Duties
•  Work with Treasurer on deposits, payments, etc
•  Assist front office staff as needed (mail, phones, etc)
• Social Media
•  Send/Prepare 6-10 gameday announcements each week

Ticket/Gate Manager
• Oversee operations for Tickets/Gates at:
•  Home Varsity Football Games
• Select Home Varsity Basketball Games
• Additional Stipend of $50 per night will be paid

Take Tickets
•  If needed take tickets at events
•  4-8 events per year
•  Additional $30-45 stipend will be paid

Uniform Inventory
•  Work with coaches at the end of season
• Help coaches secure and inventory uniforms





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