JOB TITLE:  WCHS Athletic Programs & Facilities Secretary

FLSA CLASSIFICATION:  Non-exempt, hourly employee.

WORK DAYS: 200 days (including paid holidays).

STANDARD HOURS PER DAY:  8 hours per day.

WORK YEAR: The WCHS Athletic Programs & Facilities Secretary  is generally employed for a school year of at least 200 days (including paid holidays).

SALARY SCHEDULE & BENEFITS: The WCHS Athletic Programs & Facilities Secretary  is paid on the "Secretaries" salary schedule, and is eligible for benefits on the "Support Staff" benefits schedule if hired for at least 90 consecutive days. Appropriate step at Level 4 on "Secretaries" salary schedule. 

REPORTS TO: The WCHS Athletic Programs & Facilities Secretary reports to the WCHS Athletic Director. 

SUPERVISES: The WCHS Athletic Programs & Facilities Secretary does not supervise employee(s).

GENERAL SUMMARY OF DUTIES: This position works under the direction of the WCHS Athletic Director in coordination with the Assistant Athletic Director and Coordinator of Football Operations to support the overall athletics program and facility operations. This role coordinates calendars, communications, and documentation to ensure athletic spaces are scheduled, prepared, and used appropriately, while delivering a high level of service to students, families, staff, and community partners. 

ESSENTIAL FUNCTIONS:

Administrative and Secretarial Support

• Provides comprehensive clerical support to the Athletic Director and athletic department, including answering phones, managing email, drafting correspondence, and maintaining electronic and paper files.
• Processes and track forms, permission slips, facility use requests, invoices, and purchase orders in accordance with district procedures.
• Assists with data entry and maintenance of athletic records, including participation lists, physical/eligibility tracking (as assigned), and program registration information.

Facilities Scheduling and Usage

• Coordinates facility requests and usage for athletic events, youth programs, and community groups in alignment with district policies.
• Maintains facility calendars to avoid conflicts and ensure appropriate setup, staffing, and equipment needs are communicated in advance.
• Assists with preparing and distributing facility use agreements, verifying insurance or required documents, and routing for approvals as needed.
• Communicates with custodial, maintenance, and grounds staff regarding event needs, room setups, and any changes to schedules.

Youth Programs Coordination

• Supports the organization and communication of youth athletic programs, camps, and clinics, including registration, rosters, and parent communication.
• Coordinates with coaches and program leaders to ensure youth activities are scheduled, staffed, and communicated clearly.
• Maintains accurate records for youth program participation, payments, and required documentation.
• Serves as a primary point of contact for families regarding youth athletic program information, schedules, and basic questions.

Customer Service and Communication

• Provides courteous, responsive customer service to students, families, staff, officials, and community members in-person, by phone, and via email.
• Responds to inquiries, direct callers and visitors to appropriate staff, and provide accurate information about schedules, events, and procedures.
• Supports timely updates to the website, ParentSquare, social media, newsletters, parent meetings, and coach reports to keep all stakeholders informed and engaged.
• Helps maintain a welcoming and professional athletic office environment.

Project Management

• Manages multiple projects and deadlines simultaneously, such as overlapping seasons, tournaments, youth programs, and facility requests.
• Prioritizes tasks in collaboration with the Athletic Director, adjusting to changing needs, last-minute schedule changes, and inclement weather impacts.
• Coordinates closely with the athletics leadership team to align facility use, youth programs, and event logistics with overall athletics program priorities and compliance requirements.
• Monitor timelines and follow up with staff, coaches, and families to ensure forms, payments, and required information are received on time.

Schedule Flexibility and Event Support

• Maintains flexibility in work schedule to support evening and occasional weekend events, registrations, and high-volume periods (e.g., start of seasons, tournaments).
• Provides on-site clerical and customer service support during selected athletic events or registrations as assigned (e.g., sign-in, information table, basic troubleshooting).

NON-ESSENTIAL FUNCTIONS:

1.   Other duties as assigned by the WCHS Athletic Director. 

ENTRY-LEVEL REQUIREMENTS:

1. EDUCATION/TRAINING:   High school diploma or GED.
2. EXPERIENCE:  Experience as an administrative assistant in a fast-paced environment preferred.
3. CERTIFICATIONS &/OR LICENSES: Valid Indiana driver's license. Certification in CPR/AED or ability to achieve that certification.
4. KNOWLEDGE, SKILLS and ABILITIES:

• Ability to handle confidential information with discretion and in accordance with district policies.
• Ability to work effectively with students, families, staff, coaches, officials, and community partners.
• Ability to remain calm, courteous, and professional when responding to competing requests, schedule changes, and time-sensitive situations.
• Ability to work independently and as part of a team in a fast-paced environment.

PHYSICAL REQUIREMENTS: The duties and responsibilities of the WCHS Athletic Programs & Facilities Secretary involve a combination of office work, site visits inside and outside district buildings, driving between locations, and frequent in-person and virtual communication with staff, administrators, vendors, and contractors.The position requires the ability to sit, stand, and walk for extended periods; occasionally bend, stoop, climb stairs/ladders, and navigate uneven surfaces during building/facilities and grounds inspections.The role may occasionally require lifting, carrying, or moving materials and equipment up to 25�30 pounds and assisting staff during emergency or inclement-weather responses.

SENSORY REQUIREMENTS: The position requires the ability to communicate clearly verbally and in writing; to read and interpret printed and electronic documents, plans, and safety information; and to hear and respond to routine and emergency communications in-person, by phone, and via radio or other devices. Visual acuity is required to review facility conditions, observe work in progress, and use a computer and other office equipment.

ENVIRONMENTAL FACTORS:  Tasks are performed in both office and school facility environments, and outdoor areas such as parking lots, walkways, and athletic fields, with occasional exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise.