Administrative Assistant for Athletics

Administrative Assistant for AthleticsForman School seeks a highly organized, collaborative, and student-centered Administrative Assistant for Athletics to support the daily operations of the Athletic Department. This position plays an essential role in coordinating attendance, managing communications, overseeing logistics, organizing events, maintaining records, and supporting departmental operations to ensure the smooth functioning of the School's athletic programs.The Administrative Assistant works closely with the Athletic Director, coaches, the CCE Office, Health Center, faculty, families, and students to promote clear communication, student accountability, and comprehensive support for student-athletes. This individual serves as a central point of contact for the Athletic Department and helps ensure efficient day-to-day operations in a fast-paced school environment.The ideal candidate will demonstrate exceptional organizational skills, attention to detail, professionalism, flexibility, initiative, and the ability to manage multiple priorities independently.

Candidates should be comfortable problem-solving proactively, anticipating departmental needs, and maintaining confidentiality while supporting students, families, and colleagues.As a member of the Forman community, this individual will support the School's mission of empowering students who learn differently while contributing positively to an inclusive and student-centered campus culture.Essential ResponsibilitiesAthletic Operations & AttendanceMaintain daily athletic attendance records for all teams and programs.Track and account for students absent from practices, games, or athletic commitments.Communicate attendance concerns and repeated absences to the Athletic Director.Collaborate with the CCE Office regarding attendance contracts and student accountability.Coordinate with the Counseling Department and Health Center regarding students unable to participate.Maintain accurate student participation records and athletic eligibility information.Ensure student-athlete information is updated and organized in departmental systems.Scheduling, Transportation & LogisticsMaintain the athletic calendar, including practices, contests, transportation, facility usage, and special events.Coordinate transportation arrangements and confirm game schedules with opposing schools.Communicate schedule changes promptly with students, families, coaches, and faculty.Assist with game-day operations, including officials, scorekeeping, event preparation, and facility coordination.Coordinate postseason events, senior recognition events, athletic banquets, and other departmental functions.Ensure teams have necessary equipment and supplies.Assist with facility reservations and shared campus scheduling needs.Administrative SupportProvide general administrative support to the Athletic Director and coaching staff.Manage phone calls, emails, parent inquiries, and departmental correspondence.Support the daily operations of the athletic office, including greeting students, families, visitors, and vendors.Prepare reports, spreadsheets, rosters, schedules, and other departmental documents.Maintain accurate athletic records, files, and student participation information.Assist with uniform distribution, collection, inventory management, and laundering coordination.Coordinate equipment orders, purchasing requests, invoices, reimbursements, and departmental supply needs.Support budget tracking and organization of athletic department expenditures.Update athletic schedules, scores, standings, announcements, and other information on the Forman Athletics webpage and HVAL records.Assist with data entry and management within athletic, scheduling, transportation, and student information systems.Communication & CollaborationServe as a liaison between the Athletic Department and students, families, faculty, and outside organizations.Maintain clear and professional communication with coaches, opposing schools, transportation providers, and community partners.Collaborate effectively with campus offices to support student-athlete wellbeing and accountability.Help ensure a welcoming, organized, and student-centered athletic environment.RequirementsQualificationsHigh school diploma required; Associate's or Bachelor's degree preferred.Previous administrative, office management, or athletic department experience preferred, ideally in an independent school or educational setting.Strong organizational, communication, multitasking, and customer service skills.Ability to prioritize responsibilities, work independently, and manage multiple deadlines in a fast-paced environment.Demonstrated professionalism, discretion, and ability to maintain confidentiality regarding sensitive student information.Proficiency with Microsoft Office Suite and Google Workspace.Experience with scheduling systems, athletic management platforms, databases, website updates, and digital communication tools preferred.Familiarity with athletics and school operations preferred.Valid driver's license preferred.Physical RequirementsAbility to move throughout campus and athletic facilities.Ability to lift and transport athletic equipment and supplies up to 25 pounds.Ability to work evenings or weekends during athletic seasons and special events.Ability to adapt to seasonal workload fluctuations throughout the academic year.Equal Opportunity StatementForman School is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other protected status under applicable law.