ATHLETIC SECRETARY

Hamady High School — Athletic Secretary

Department: Athletics

Reports to: Athletic Director

Work Year: 10-Month Position

Bargaining Unit: WHESPA (Westwood Heights Educational Support Personnel Association)

Status: Non-exempt, Classified/Secretarial

Position Overview

The Athletic Secretary provides comprehensive administrative and logistical support to the Hamady High School Athletic Department, ensuring efficient daily operations, accurate record keeping, regulatory compliance, and timely communication among coaches, student-athletes, families, officials, and visiting schools.

Duties & Responsibilities

Office & Communication

Serve as the primary front-office contact for athletics—greet visitors, answer calls, and respond to inquiries professionally.

Prepare and distribute correspondence, memos, schedules, announcements, and meeting materials.

Maintain agendas and minutes for athletic meetings and communication with internal and external stakeholders.

Scheduling & Event Logistics

Maintain the master athletics calendar and publish weekly schedules.

Communicate changes, postponements, and cancellations to administration, coaches, families, officials, custodians, transportation, and media partners.

Arrange game officials, event workers (ticket takers, clock operators, scorekeepers), and supervision for home events.

Coordinate set-up for home contests, banquets, senior recognition ceremonies, award events, and college signing days.

Prepare, distribute, and track Seasonal Coach Contracts, ensuring proper documentation and compliance.

Transportation & Facilities

Coordinate transportation for all athletic events and field trips; manage schedule changes and maintain cost tracking.

Oversee and schedule facility use for gyms, fields, and after-school athletics; communicate updates to custodial and maintenance teams.

Compliance & Student-Athlete Records

Maintain confidential student-athlete files, including physicals, consent forms, emergency contact information, and medical records.

Track academic and athletic eligibility under MHSAA and district guidelines.

Support coaches in meeting MHSAA and district requirements for participation and compliance.

Financial & Ticketing Responsibilities

Process purchase orders, requisitions, invoices, deposits, and athletic payments.

Reconcile gate receipts and concession revenue; maintain accurate financial logs.

Organize ticketing for athletic events and ensure proper event-day and post-event financial procedures.

Communication, Media & Display Responsibilities

Maintain inventories for equipment, supplies, awards, and office materials.

Assist with athletic website updates, community notifications, and announcements as directed.

Provide Weekly Updates to the Athletic Image Board, including announcements, highlights, upcoming events, and seasonal recognition items.

Additional Responsibilities

Support coordination of district-approved communication platforms.

Assist coaches with roster creation and essential materials for parent meetings.

Contribute to social media updates, sports program materials, and event publications.

Perform other duties as assigned in support of the athletic program.

Required Qualifications

High school diploma or equivalent.

Minimum of two (2) years office/secretarial experience, preferably in a school setting.

Proficiency in Microsoft Office, Google Workspace, and athletic scheduling platforms.

Strong organizational skills and ability to handle multiple tasks in a fast-paced environment.

Excellent written and verbal communication skills.

Ability to maintain confidentiality and work professionally with students, staff, parents, and the public.

Preferred Qualifications

Knowledge of MHSAA rules and athletic eligibility requirements.

Experience in bookkeeping or financial record management.

Current First Aid/CPR/AED certification or willingness to obtain.

Work Conditions

High-traffic office environment with frequent interruptions and strict deadline requirements.

Some evening and weekend hours required for athletic events and seasonal demands.

Ability to stand, sit, bend, and lift up to 25–40 lbs as needed.

Work Year

Salary & Benefits (Per WHESPA Bargaining Agreement)

This is a 10-month position, aligned with the district academic calendar. Additional hours may be required during peak athletic seasons. Salary and benefits per the WHESPA contract terms.

Application Process

Complete Online Application And Submit The Following

Resume

Cover letter

Three professional references

Relevant certifications (if applicable)