Athletics Administrative Assistant

Gonzaga Preparatory School, Spokane, WA

The Athletics Administrative Assistant provides clerical and administrative support to the Athletic Department and serves as a key operational partner to the Vice Principal of Athletics and Facilities. Located within the Main School Office, this role supports the planning, coordination, and execution of athletic programs through accurate and timely completion of administrative processes. As a primary point of contact for student-athletes, families, coaches, visiting schools, and community members, the Athletics Administrative Assistant provides professional and welcoming customer service while ensuring efficient day-to-day operations of the Athletic Department. This position reports to the Vice Principal of Athletics and Facilities.

Job Status: Part Time (0.5 FTE), 10 Month Position
This non-exempt, part-time position is scheduled for 20 hours per week. Required hours include a combination of regularly scheduled on-site office work and flexible, as-needed assignments. Flexible hours may occur during evenings and weekends and may be performed remotely.

HOW TO APPLY: Email resume and application to [email protected]
Contact Amy Sanchez, HR Manager, at 509-483-8511 ext. 335 for more information.
Please apply by June 26th.

KEY COMPETENCIES AND RESPONSIBILITIES:

Administrative Accuracy & Effectiveness
Complete athletic department administrative tasks with accuracy, attention to detail, and timeliness.
Process and monitor athletic participation requirements, including eligibility documentation, athletic registration, physical records, residency verification, and required compliance forms.
Prepare, format, and organize athletic department documents, correspondence, reports, and communications.
Maintain compliance with school, league, WIAA, state, and federal requirements related to student records and confidentiality.
Follow established procedures and ensure consistency across athletic programs and seasonal processes.

Time Management & Task Prioritization
Effectively prioritize and manage multiple responsibilities and deadlines across athletic seasons, events, and department needs.
Adjust priorities in response to changing schedules, urgent requests, weather-related changes, and event modifications.
Maintain progress on recurring responsibilities while supporting immediate operational needs.

Task Coordination & Record Keeping
Maintain organized systems for tracking athletic eligibility, participation records, rosters, travel documentation, awards, and program requirements.
Organize, update, and maintain team rosters and athletic records throughout the school year.
Monitor completion of required forms and follow up with students, parents, and coaches regarding outstanding documentation.
Maintain accurate digital and physical filing systems for athletic records and departmental documentation.
Assist with data entry, record maintenance, and reporting related to athletic participation and program operations.

Communication & Service
Provide clear, timely, and professional communication to students, families, coaches, visiting schools, officials, staff, and community members.
Serve as a welcoming point of contact for visitors, phone inquiries, and athletic department communications.
Answer and manage phone, email, and digital communication systems, directing inquiries appropriately and handling sensitive information with discretion.
Draft and distribute athletic announcements, schedules, reminders, and department communications.
Coordinate communication with internal departments and external partners regarding athletic events, travel, and program needs.

Logistical & Operational Support
Coordinate athletic travel logistics, including transportation requests, hotel reservations, itineraries, travel documentation, and coach travel packets.
Verify and maintain student travel paperwork and required participation documentation.
Prepare materials and resources needed for athletic events, meetings, awards, and seasonal activities.
Support coordination of postseason activities, recognition events, banquets, and special athletic programs.
Monitor and maintain athletic office supplies, equipment, and vendor relationships.
Assist with scheduling and operational logistics that support the successful execution of athletic programs.
Provide general office support and assist with school-wide operational needs as assigned.

Collaboration & Team Support
Provide administrative support to the Vice Principal of Athletics and Facilities and Athletic Department staff.
Collaborate with coaches, school administrators, faculty, and support staff to ensure smooth athletic operations.
Attend department meetings as needed for planning, communication, and administrative support.
Contribute to a collaborative, student-centered, and mission-driven team environment.
Identify opportunities to improve administrative systems, workflows, and operational efficiency.
Carry out additional duties and special projects as assigned.

Gonzaga Preparatory School provides a rich offering of benefits and services to our faculty and staff. Eligible employees may choose from three different health plans including medical, dental and vision; an excellent retirement plan (6% employer match); life insurance and long-term disability insurance. Additionally, this position is eligible for personal, sick leave, and paid holidays.

High school diploma or equivalent required; associate’s or bachelor’s degree preferred
1–3 years of administrative or office support experience
Strong organizational skills and attention to detail
Proficiency in standard office software (e.g., Google Workspace, Microsoft Office)
Ability to manage multiple tasks and follow established processes
Clear and professional written and verbal communication skills
Ability to work collaboratively with students, families, coaches, faculty, staff, and community partners.
Demonstrated ability to solve problems, exercise sound judgment, and support operational efficiency.

$19.75 - $25.00 Hourly