Administrative Assistant to the Athletic Director
Job Type

 Primary Objectives:

To provide administrative support to the Athletic Director and assist in running the athletic programs at Whitefield Academy.

Key Responsibilities:

  • Provide administrative assistant support to the Athletic Director
  • Organize the schedule for all field and gym space throughout the year
  • Organize and file all hardship cases and paperwork
  • Oversee gate and concessions accounting
  • Responsible for recruiting and paying all gate workers and bus drivers
  • In charge of sending out and filing all contracts for football and basketball
  • Assist the AD during major athletic events (senior nights, playoff games)
  • Record notes during athletic coaches and Packbackers (booster club) meetings
  • Coordinate and submit all sports fees to the business office each season
  • Handle all billing for athletics
  • Track and coordinate all coaches' certifications and on-boarding (background checks, 3D/Sport as Worship, concussion rules clinics, GHSA classes, child abuse training)
  • Coordinate Packbacker memberships, parking, and promotions
  • Order and stock office supplies, varsity letters, patches, and magnets
  • Communicate to faculty the athletic teams early release times at the beginning of each week
  • Verify with opponents, competition date and start times, one week in advance
  • Schedule and coordinate police officers for home football, basketball and playoff games
  • Input all GHSA student athlete eligibility
  • Handle all minibus scheduling and gas receipts
  • Order all plaques, awards, and print certificates
  • Distribute mail for employees in the athletic center
  • Coordinate the booking of the Wolfpack Den and Athletic Center
  • Assist the Packbacker president with communication to the community
  • Reconcile the athletic credit card expenses
  • Distribute and collect all community coach contracts each season
  • Keep coaches rosters up to date and current with GHSA and the Whitefield website
  • Track rules clinic completions and fines to coaches
  • Redistribute lost and found items to appropriate teams
  • Additional duties as assigned by the Director of Athletics 


  • A bachelor’s degree is preferred
  • Coaching experience preferred
  • Technology literacy and proficiency (word processing, spreadsheet, e-mailing, internet use, presentation software, smart board technology, etc.)
  • Excellent written and oral communication skills
  • Ability to develop rapport with students
  • Effective time-management skills

In addition, the person should:

  • Commit to living his/her life under the lordship of Christ
  • Model a consistent daily walk with Jesus Christ, and be a Christian role model in speech, actions, and attitudes, which contributes to the spiritual atmosphere of the school
  • Believe and affirm the school’s Statement of Faith
  • Commit to exhibiting Whitefield’s core value for our students to experience diversity that reflects the body of Christ and support the school’s diversity vision that aims at unity in Christ
  • Demonstrate evidence of consistent spiritual activities such as worship at a local church, fellowship with the body of Christ, personal devotional time with the Lord, and individual study of scripture
  • Evidence of the fruit of the Spirit in the nurturing of relationships with other staff members, students, families, and the community at large
  • Be actively involved in a local church

Work Environment and Physical Demands:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A request for reasonable accommodations must be submitted to the HR department.

Work for this position will take place primarily in an office, and secondarily in the Athletic Center/fields. The physical demands of this position include lifting up to 10 pounds regularly, up to 25 pounds intermittently, and up to 50 pounds rarely; carrying up to 10 pounds regularly, up to 25 pounds intermittently, and up to 50 pounds rarely; climbing/balancing and crawling rarely; pushing/pulling, kneeling, and crouching intermittently; reaching, bending, and stooping regularly; sitting, walking, and standing often. To perform this job the person must be able to work for extended periods of time at a computer/keyboard; must be able to talk, hear, stand, sit, and/or walk for extended periods of time; and must possess normal manual dexterity and hand-eye coordination. Conditions may exist that create exposure to risk of injury and/or illness.

Nothing in this job description restricts the School’s right to assign or reassign duties and responsibilities to this job at any time. This description reflects management’s assignment of essential functions. It does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

This full-time, 12-month position will begin immediately. To apply please go to under About Us/Employment Opportunities. Whitefield Academy is an equal opportunity employer.