Job Title: Administrative Assistant - Athletics & Transportation 
Reports to: Athletics & Transportation Directors
Evaluated by: Athletics & Transportation Directors

Job Goal: The Administrative Assistant for Athletics and Transportation provides comprehensive administrative and operational support to both departments to ensure efficient daily operations across district athletics and transportation services. This position supports a high-volume athletic program and district-wide transportation system through scheduling coordination, communication, compliance tracking, recordkeeping, and logistical support. The role requires exceptional organizational skills, attention to detail, adaptability, and the ability to manage multiple priorities in a fast-paced school environment.

Essential Requirements:

Athletics Support
1. Assist the Athletic Director with daily operations of middle school and high school athletic programs.
2. Coordinate and confirm game and practice schedules, including facility usage, transportation, and officials.
3. Process and track athletic participation requirements including registrations, physicals, eligibility documentation, and CHSAA compliance.
4. Serve as a point of contact for coaches, families, visiting schools, officials, and community members.
5. Support event management activities including worker coordination, ticketing systems, game-day logistics, and event setup.
6. Maintain and update athletic department communication platforms including websites, calendars, and social media as directed.
7. Assist with purchasing, inventory tracking, and uniform/equipment rotation systems.
8. Prepare reports, rosters, and documentation required for league and CHSAA compliance.
9. Coordinate special events including senior nights, awards ceremonies, postseason activities, and athletic recognitions.

Transportation Support
1. Assist the Transportation Director with daily routing operations and activity trip coordination.
2. Schedule and track athletic and activity transportation requests in alignment with district procedures.
3. Maintain accurate records for routes, drivers, vehicles, student ridership, route sheets, and daily operations.
4. Assist with substitute driver coordination and route coverage.
5. Communicate route changes, delays, trip details, and scheduling updates with drivers, staff, schools, families, and administration.
6. Support incident correspondent related to transportation services.
7. Maintain driver qualification and regulatory compliance files.
8. Assist in monitoring vehicle maintenance schedules, service coordination, fuel logs, work orders, and maintenance records.
9. Enter and maintain data within district transportation software systems and tracking platforms including FMX and routing software.
10. Maintain records related to CDE transportation reporting requirements, including mileage and compliance documentation.
11. Support compliance with Colorado Department of Education (CDE) transportation regulations and district policies.
12. Assist with compliance reporting, audits, and transportation-related documentation.

Essential Duties & Responsibilities:

1. Strong organizational, multitasking, and time management skills.
2. Excellent verbal and written communication skills.
3. Ability to prioritize competing tasks and adapt in a fast-paced environment with frequent interruptions.
4. High attention to detail and accuracy in recordkeeping and compliance documentation.
5. Ability to problem-solve and exercise sound judgment.
6. Ability to maintain confidentiality and handle sensitive information appropriately.
7. Proficiency with Google Workspace, Microsoft Office, and willingness to learn district-specific systems including FMX, Arbiter, PowerSchool, routing software, and related platforms.

Qualifications / Certificates, Licenses, Registrations, Bonding, and or Testing Required:
1. High school diploma or equivalent required.
2. Associate’s degree or relevant post-secondary training preferred.
3. Previous clerical or administrative experience preferred.
4. Experience in athletics, transportation, logistics, or a school district environment preferred.

Physical Demands:
1. Sitting, standing, walking, bending, and lifting intermittently throughout the workday.
2. Ability to operate standard office equipment.

Work Environment:
1. Primarily office-based with frequent interruptions and regular interaction with students, staff, families, drivers, and the public.
2. Occasional early mornings, evenings, weekends, or schedule adjustments required to support athletic events and transportation needs.
3. May require responding to changing priorities, scheduling adjustments, route issues, and time-sensitive situations.
4. Ability to lift up to 25 pounds and assist with event setup as needed.

FLSA Status: Non-Exempt

Days / Terms of Employment: 178 Days / Twelve-month position. Salary to be determined by the School Board of Education.