Athletic Secretary

Position: ATHLETIC SECRETARY
Position Type:
Secretarial/Clerical/Program Secretary

Date Posted:
12/17/2025

Location:
Hamady High School

District:
Westwood Heights Schools 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.

Salary & Benefits (Per WHESPA Bargaining Agreement)
Work Year:
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)