Athletics Office Administrator
Job Type


Reporting to the Athletic Director, the Athletics office administrator is responsible for the administration of department communication, scheduling, outside rentals, and recordkeeping. 


Essential Duties and Responsibilities include the following. Other duties may be assigned.


1. Athletic Communications

  • Manages the AD’s schedule s
  • Handles all communication on behalf of the AD in a timely and professional manner. This includes managing sensitive communication about athletes when speaking with parents, coaches, and student services.
  • Manages events organized though the Athletic Department, including fall, winter, and spring coaches meetings and Homecoming week activities.
  •  Supports internal marketing needs for Athletics 
  • Ensures that all new coaches are IHSA compliant and added to the website

2. Athletic Scheduling

  • Maintains athletic facilities calendar for practices, games, and outside rentals. 
  • Maintains Sidearm website
  • Liaises with Athletic Directors of other schools and Wheaton Academy coaches to schedule games for every Wheaton Academy sport at every level.
  • Oversees transportation for all athletic teams.
  • ends and receives game contracts. 
  • Handles tournament payments.

3. Athletic Rentals

  •  Serves as main point of contacts for outside rentals.
  • Gives tours to potential renters.
  • Secures contracts and payments from outside rentals. 
  •  Proactively notifies Admissions if a scheduled rental presents a recruitment opportunity.

4. Athletic Data and Recordkeeping

  •  Working with Admissions, ensure that all incoming freshman and transfer students have required IHSA paperwork on file.
  • Collect and oversee status of physicals for all athletes on Magnus 
  • Maintain rosters for all WA sports 
  • Report individuals “cut” from sports tryouts to Student Services 
  • Update Blackbaud with athletes each season for eligibility
  • Maintain coaches contact information 

The Wheaton Academy staff person accepts without verbal or mental reservations the Educational Philosophy and Mission of Wheaton Academy as outlined in the Statement of Faith and is committed to upholding them. The this person shall follow a Christian lifestyle and shall maintain a Christian church affiliation whose fundamental beliefs are in alignment with the Statement of Faith of this school. This person affirms that, as part of the qualifications for this position, he/she is a "born again" Christian who knows the Lord Jesus Christ as Savior.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.