Administrative Assistant Athletics

Job Posting Close Date: Open Until Filled

Position: ADMINISTRATIVE ASSISTANT ATHLETICS

Location: Homestead High School

Starting Date: As Soon As Possible

The Mequon-Thiensville School District is looking for an Administrative Assistant for the Athletics Office. This position will be a full time (1.0) full time position.

• JOB RESPONSIBILITIES

ATHLETIC ADMINISTRATIVE ASSISTANT

Position Description:

The Administrative Assistant for High School Athletics supports the Homestead High School Athletic Director in planning, coordinating, and managing the daily operations of the high school athletics program. This position serves as the primary point of contact and logistics coordinator for student-athletes, parents or guardians, coaches, officials, transportation providers, and vendors. The role ensures compliance with regulations (e.g., WIAA), promotes efficient operations, and improves the overall experience for all stakeholders involved in the school's athletic programs. It is essential for the smooth execution of athletic events, often held outside normal school hours. Flexibility and availability during evenings and weekends are expected and will be balanced with daytime duties.

Work Schedule/Conditions:

• This is a 12-month, full-time, non-exempt position based on a 40-hour workweek.

• The position requires flexible hours, including evenings and occasional weekends, to support home athletic events, banquets, and post-season tournaments.

• The work schedule is based on an 8-hour day but may be adjusted (with prior notice) to ensure coverage of essential after-school or evening events as part of the regular workweek.

• The role may include lifting light equipment, standing for extended periods during events, and walking across campus facilities.

Collaboration:

• Reports directly to the Athletic Director.

• Collaborates closely with building administration, transportation services, event workers, vendors, coaches, and District Office staff.

Qualifications & Skills

Required:

• High school diploma (Associate degree or administrative certification preferred).

• Strong organizational and multitasking skills.

• Experience with Microsoft Office, Google Workspace, and student information systems (e.g., Infinite Campus).

• Strong interpersonal and written communication skills.

• Ability to work independently and manage confidential information appropriately.

Preferred:

• Experience in athletic program operations and management.

• Familiarity with WIAA rules and the Arbiter system.

• Knowledge of school operations, transportation logistics, and athletic scheduling software.

• Experience with data analysis and reporting related to athletics or school programs (e.g., tracking participation trends, injury reports, etc.).

• Familiarity with digital media tools and practices (e.g., posting game results, updating social media, or coordinating livestream links).

• Experience using technology platforms for digital ticketing, event streaming, and compliance reporting.

Key Responsibilities:

Student Registration & Compliance Management

• Coordinate student-athlete registration, ensuring physicals and eligibility documents are current and complete.

• Generate and maintain real-time reports of athletes cleared or pending clearance for participation; proactively notify coaches and families of incomplete or missing information.

• Maintain WIAA compliance records; assist in preparing WIAA reports (e.g., participation, financial).

Communication & Customer Service

• Serve as primary liaison for daily communication (email, phone, in-person) with parents and guardians, students, coaches, staff members, officials, and assignors.

• Respond promptly to inquiries and resolve scheduling or procedural issues with professionalism and discretion.

Student-Athlete Data & Eligibility Tracking

• Manage rosters, grades, and attendance data using the school district student information system (SIS).

• Update team participation status throughout the season (adds, removals, withdrawals).

• Support the enforcement of academic and attendance eligibility rules; prepare progress/final grade and attendance reports.

Student Discipline & Code Violation Support

• Process athletic code violations: draft notices, communicate with families, and record incidents for follow-up.

Transportation & Logistics Coordination

• Coordinate team transportation (buses and vans), including scheduling with vendors (e.g., Riteway, Enterprise).

• Monitor and adjust transportation plans in response to changes in schedules or vendor availability.

• Submit monthly transportation usage reports.

Event Scheduling & Operations

• Support scheduling of practices, events, open gyms, and banquets via internal scheduling systems.

• Assist in the coordination of home and away event contracts, official assignments, and event rescheduling (especially due to weather).

• Collaborate with official's assignors; secure game-day staff and lifeguards for swim events.

• Prepare game-day materials (iPads, rosters, schedules).

Purchasing, Finance & Reporting

• Initiate and track purchase orders for athletic needs.

• Serve as the liaison with Accounts Payable to confirm payments and track status.

• Assist with budget oversight and submission of financial reports tied to athletics.

• Collect and track W-9 forms from officials; assist in processing stipends and payroll for event staff.

Awards, Recognition & Post-Season

• Order and inventory athletic awards.

• Coordinate logistics and materials for award banquets and post-season celebrations.

Booster Club and Philanthropic Engagement

• Serve as liaison to the Athletic Booster Club, supporting communication, meeting logistics, and documentation (e.g., agendas, minutes, follow-ups, and awards).

• Coordinate logistics and materials for Booster-sponsored events, including fundraising initiatives, and promotional campaigns.

• Maintain accurate records of donations and sponsorships, and support the processes for sending thank-you notes and recognizing donors.

• Track and organize fundraising deposits and expenditures, collaborating with the District Office as needed.

Athletic Hall of Fame Support

• Assist in the planning, communication, and execution of the Athletic Hall of Fame nomination, selection, and induction process.

• Maintain records of Hall of Fame inductees and nomination history.

• Coordinate logistics for Hall of Fame events: venue reservation, catering, program design, invitations, and guest communications.

General Office Management

• Handle deposits (entry fees, donations, fundraiser proceeds).

• Maintain copier and office supply inventory.

• Assist with creating and distributing athletics newsletters, banquet programs, and promotional materials.

• Maintain portions of the athletics webpage, ensuring event information, schedules, and recognition pages (e.g., Hall of Fame, award recipients) are updated.

• The Mequon-Thiensville School District is characterized by excellence in everything we do. The district is designed for those who demand excellence. The MTSD staff are driven to be successful in all aspects of their lives, they have high expectations of themselves and others. Employees in the MTSD don''t just create an environment for students to learn, they ignite each students'' potential. Our commitment to student success is inseparable from our commitment to diversity and equity. We embrace growth mindset and understanding there is no limit to learning. We connect with our students on a personal level, understanding who they are and what drives them to succeed. We value the diversity of the people in our school community and their ideas in order to prepare each child for a life of infinite possibilities.

We invite you to apply for our full time position.

The Mequon-Thiensville School District is a PK-12 district located along the coast of Lake Michigan in a northern suburb of Milwaukee that serves more than 3,500 students. Working in the Mequon-Thiensville School District means you are part of a team of educational professionals that ensures each student has the necessary tools to create their own personal path to success.

The Board of Education does not discriminate on the basis of any characteristic protected under State or Federal law including, but not limited to, race, color, age, sex, creed or religion, handicap or disability, marital status, citizenship status, veteran status, membership in the national guard, State defense or reserves, sexual orientation, national origin, ancestry, arrest record, conviction record, use or non-use of lawful products off the District's premises during non-working hours, or any other characteristic protected by law in its employment practices. This policy prohibits any form of discrimination as defined by State or Federal law including, not limited to, Title II, Title VI and VII of the Civil Rights Act of 1965, Title IX of the Education Amendment Act of 1972, Section 504 of the Rehabilitation Act of 1973, and the Age Act. Please refer to School Board Policy 5516-Harassment and Other Prohibited Behavior for additional information.