Administrative Assistant- Athletics Department

Administrative Assistant - Athletics Department

Weymouth Public Schools is a dynamic and inclusive learning community dedicated to "Educational Excellence for Every Weymouth Student." Our vision is centered on empowering each individual to reach their full potential in a diverse, equitable, and supportive environment.

We educate over 5,600 students in 11 school buildings, including Weymouth Early Childhood Center, eight elementary schools (grades K-5), Chapman Middle School (grades 6-8), and Weymouth High School (Grades 9-12). At each of our schools, we are committed to fostering curiosity, celebrating diversity, and nurturing a lifelong passion for learning. Our highly qualified educators and staff members work to provide personalized attention and support to ensure that every student thrives.

General Summary :

The Athletics Department Administrative Assistant provides comprehensive and confidential administrative, financial, and support services to the athletic director, principal, assistant principal, educators, service providers, students, and families to maintain efficient school or department operations.

Specific Duties (may include):

• Scheduling of transportation
• Scheduling of officials
• Communication: Communicating concisely, timely, and professionally utilizing email, telephone, walkie-talkies, other EdTech services, and in-person to effectively communicate with school staff, building administration, students, district administration, families, and community members; handling confidential information with discretion
• Student Relations: Providing personalized attention and support to ensure student success; modeling appropriate interactions and behavior.
• Student Records: Updating and maintaining student information; generating reports; processing registrations; maintaining student records; managing attendance records; and understanding contents of student records, including alerts and legal documents.
• Scheduling: Maintaining calendars and compliance in meeting deadlines, scheduling meetings, and arranging for staff coverage.
• Office Management: Answering and directing phone calls; greeting and signing in visitors; managing office supplies; maintaining filing systems; and coordinating mail distribution.
• Administrative Tasks: Preparing and distributing documents; creating reports; updating documents with current data; processing invoices; managing purchase orders; overseeing the staff attendance system; scheduling and assigning building and daily substitutes under the guidance of a school administrator.
• Financial Management: In accordance with district policies and procedures, maintaining and processing payments for various district-related needs, including tuition, activities, bus payments, and other fees; maintaining all financial records.

Other Duties:

• Understanding and responding to emergency protocols.
• Any other duties as assigned by the Athletic Director of Building Administrators

Qualifications:

• Associate's Degree or higher preferred
• Must have strong finance skills for tracking invoices
• Knowledge with MUNIS and ASPEN X2 student management system
• Experience with Google Suite (Docs/Sheets/Calendar)
• Experience working with HS Athletics
• Coaching and/or athletic administration experience preferred but not required
• Knowledge of Big Teams, Schedule Star, Arbiter and MIAA helpful

Other Skills and Abilities Required:

• Strong attention to detail and ability to multitask
• Excellent problem-solving and organizational skills
• Ability to utilize productivity tools such as Google Suite, Microsoft Office, student information management system (i.e., Aspen), and other required software platforms

Fair Labor Standards Act (FLSA) Classification :

This position is classified as Non-Exempt.

Terms of Employment :

School Year Administrative Assistant- This is a school year position (183 school days plus 10 days when school is not in session), to be determined by the Athletic Director/Principal.

Employment is specified under the provisions of the Weymouth Educators Association (WEA) Unit D Collective Bargaining Agreement. Employment is based on the successful completion of a background check.

Equal Opportunity Employer:

Weymouth Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status,