ATHLETICS & ACTIVITIES ADMINISTRATIVE ASSISTANT

ATHLETICS & ACTIVITIES ADMINISTRATIVE ASSISTANT - Vacancy ID: 275516
Vacancy Details
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Position Details
TO BE CONSIDERED FOR THIS POSITION, APPLICATIONS MUST BE SUBMITTED EXCLUSIVELY THROUGH THE SDNB EMPLOYMENT PORTAL: https://skyward.iscorp.com/NewBerlinWIBus/ApplicantTracking/JobBoard/ViewAll/585
The School District of New Berlin is seeking an organized, proactive Athletics & Activities Administrative Assistant at New Berlin Eisenhower Middle/High School. This key operational role provides core administrative and logistical support to the Director of Athletics & Activities. Key duties include managing event scheduling, game day operations, student registration, transportation logistics, officials' payroll, budget tracking, and safety compliance.
Primary Responsibilities
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Assist the District Facilities Coordinator with campus rentals and support the Director of Athletics & Activities in scheduling and publishing events across multiple calendars.
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Support daily game management, coordinate coverage with athletic officials, and process payment requests for game staff and referees.
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Manage athletic/activity registration and rosters, prepare coach/advisor Notice of Work Assignments (NOWA) for review, and verify CPR/AED/First Aid certifications.
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Arrange busing and vehicle transportation for teams and activities, coordinate WIAA State Tournament logistics, and submit post-tournament financial statements.
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Manage athletic pass sales, process payments following district procedures, collect fees, order supplies, and assist with annual budget monitoring.
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Coordinate with municipal police and fire departments for required event coverage
ATHLETICS & ACTIVITIES ADMINISTRATIVE ASSISTANT JOB DESCRIPTION
Education & Experience
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Minimum Requirement: High school diploma or GED with progressive administrative experience; Associate degree in Business Administration, Sports Management, Communications, or a related field preferred.
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Preferred Qualifications:
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3 to 5 years of successful administrative experience supporting athletics/activities departments, school-level leadership, or operating within a central administrative office.
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Direct professional experience operating within a Wisconsin public K-12 school district environment.
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Active American Red Cross Certification in First Aid, CPR, and AED.
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Required Skills & Technical Proficiency
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Proficient daily operational knowledge of both Google Workspace and Microsoft 365. Proven experience navigating specialized athletics and enterprise management databases, with prior exposure or mastery of Bound, Skyward, and Infinite Campus highly preferred.
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Foundational knowledge of public school co-curricular structures, with an established ability to learn, interpret, and strictly adhere to WIAA regulations, district policies, facility usage rules, and financial compliance standards.
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Exceptional written and verbal communication skills. Proven capacity to interact diplomatically and cooperatively with coaches, student-athletes, officials, vendors, municipal emergency services, and community members.
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Absolute commitment to maintaining confidentiality regarding sensitive student, medical, eligibility, and personnel data. Exceptional prioritization skills to balance high-volume routine demands alongside critical, time-sensitive game day, tournament, and event deadlines amid daily interruptions.
The Ideal Candidate (Traits & Abilities)
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A genuine enjoyment of working in a secondary school athletic environment, demonstrating the patience, maturity, and positive boundaries required to support middle and high school students, coaches, and advisors.
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A high level of personal integrity, attention to detail, and commitment to public service to ensure a smooth, professional, and positive co-curricular environment.
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The ability to remain composed, fair, and objective when assisting with game management, handling schedule changes, and addressing unexpected event logistics.
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The ability to anticipate department logistics, exercise independent judgment within prescribed boundaries, and cooperate effectively as a team player with the Director of Athletics & Activities and District Facilities Coordinator.
Physical Requirements & Working Conditions
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Routinely required to sit at a desk and operate a computer, keyboard, handle paperwork, and utilize standard office equipment while speaking and hearing over the phone, radio, or in person.
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Regularly required to stand and walk throughout school athletic facilities, fields, and offices to coordinate event logistics, manage game day setup, and maintain department administrative operations. Occasional bending, stooping, kneeling, or reaching is necessary.
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Frequently required to lift and/or move up to 10 pounds (mail, schedules, ticket boxes) and occasionally move up to 25 pounds (athletic passes, supply orders, or event package deliveries).
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Specific vision abilities require extensive close-vision computer screen work and the frequent capability to adjust focus between digital scheduling platforms and physical event rosters/documents.
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Modern indoor office setting located within an active secondary school environment, involving dynamic daily interaction, noise exposure typical of athletic events, and regular event scheduling deadlines.
An offer of employment with the School District of New Berlin is conditional upon the successful completion of all pre-employment requirements, which include a criminal background check, favorable reference checks, a pre-employment physical examination, tuberculosis (TB) risk assessment and a negative drug screen.