ATHLETICS & ACTIVITIES OPERATIONS COORDINATOR

Bellarmine is a Catholic Jesuit college preparatory secondary school with an enrollment of approximately 900 students in grades 9-12. The successful candidate for this position will demonstrate a commitment to working with talented and motivated employees. Bellarmine fosters amongst its governing board members, employees and students a commitment to embrace and celebrate the diversity of the school’s family and the broader community. Our school has made a strong commitment to promoting diversity of our employees. We encourage persons of all backgrounds to apply.

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Position: Athletics & Activities Operations Coordinator

Department: Athletics & Activities

Reports To: Director of Athletics & Activities

Job Overview

The Athletics & Activities Operations Coordinator serves as the primary administrative and operational partner to the Director of Athletics & Activities supporting the day-to-day success of Bellarmine’s athletics and co-curricular programs.

The Coordinator manages departmental operations, projects, communications, calendars, records, transportation, registration and compliance processes, financial administration, events and program logistics. The role supports athletics as well as co-curricular programs, including Model United Nations, Drama, Robotics, and Associated Student Body (ASB).

Success in this role requires exceptional organization, initiative, sound judgment, strong communication and design skills, follow-through, along with the ability to work efficiently in a fast-paced and frequently changing environment.

Essential Duties and Responsibilities

Athletics & Activities Support:

• Provide direct administrative and operational support to the Director of Athletics & Activities and serve as a primary point of coordination for departmental priorities, initiatives and day-to-day operations.
• Manage the Director’s calendar, meetings, communications, records, correspondence and other administrative responsibilities.
• Prepare correspondence, presentations, reports, meeting materials, agendas, talking points, and other communications on behalf of the Director and department.
• Coordinate departmental projects and initiatives from planning through implementation, ensuring clear communication, organization, timelines, accountability, and follow-through.
• Support the development, implementation, and maintenance of department-wide systems and resources, including processes, calendars, communication protocols, forms, templates, checklists, annual timelines, and operating procedures that promote consistency and efficiency.
• Maintain accurate, current, and accessible documentation for all Athletics & Activities programming within MyBellarmine, ensuring information is organized and consistently updated.
• Provide content support for Athletics & Activities webpages, digital platforms, and other departmental communications; assist with website maintenance and design.
• Serve as a member of the Communications Team, supporting campaign initiatives, co-curricular highlights, program features, student-athlete and student experiences, and other opportunities to communicate the impact of Athletics & Activities.
• Manage, organize, and analyze departmental data to support decision-making, program assessment, continuous improvement, and reporting.
• Coordinate departmental assessment and feedback processes, including coach evaluations, student-athlete surveys, parent surveys, program assessments, and other data-collection efforts.
• Prepare and organize data, findings, and reports for the Director and school leadership to inform planning, evaluation, and strategic decision-making.
• Develop and maintain training materials, resources, guiding documents, impact reports, and other tools that support leadership development, capacity building, and consistent implementation of departmental priorities and programs.
• Serve as a responsive resource and central point of coordination for coaches, directors, moderators, and program leaders, ensuring they have the information, resources, tools, training, and logistical support needed to address immediate needs and lead their programs effectively over the long term.
• Collaborate with Athletics & Activities leadership and other school departments to ensure programs are coordinated, well-communicated, and aligned with institutional priorities and expectations.
• Perform other duties and special projects as assigned in support of the Athletics & Activities department and the mission of Bellarmine Preparatory School.

Transportation Coordination and Operations

Transportation coordination is an essential responsibility of this position.

• Coordinate transportation needs for Athletics & Activities programs, including the Morning Shuttle Program, and provide support for broader school transportation needs as assigned.
• Develop and maintain transportation schedules based on program needs, school schedules, event locations, and available resources.
• Schedule buses and other approved transportation and coordinate with transportation providers regarding logistics, changes, cancellations, and special circumstances.
• Monitor transportation needs and proactively resolve scheduling conflicts, gaps, and time-sensitive changes, ensuring information is communicated promptly to appropriate stakeholders.
• Serve as the primary point of contact for time-sensitive transportation issues, including after-hours delays, cancellations, weather-related changes, and vendor or driver concerns, with the Director of Athletics & Activities serving as backup when the Coordinator is unavailable.
• Maintain accurate transportation records and documentation and coordinate resources across programs to support efficient and responsible use.

Athletics Registration, Eligibility, and WIAA Compliance

• Administer seasonal athletics registration and student-athlete clearance processes, including monitoring completion and following up on outstanding requirements.
• Maintain accurate team rosters, participation records, and required eligibility and compliance documentation.
• Support the Director of Athletics & Activities in administering applicable WIAA requirements and monitoring compliance deadlines.
• Track coach certification, training, documentation, and participation requirements, including applicable WIAA, school, safety, and student-participation requirements, and identify unresolved compliance matters requiring Director review or action.
• Maintain required records, track deadlines, and prepare documentation for Director review; the Director retains responsibility for final eligibility determinations, WIAA submissions, hearings, appeals, and other matters requiring Director authorization.

Financial Administration and Reimbursements

• Support the Director of Athletics & Activities by monitoring departmental financial activity, tracking budget expenditures, and maintaining accurate records to inform responsible planning and decision-making.
• Process purchase requests, reimbursements, and payment documentation in accordance with approved budgets and school authorization procedures
• Maintain accurate financial documentation and reconcile applicable purchasing card and expense activity.
• Coordinate with the Budget/Finance Team to resolve discrepancies and ensure compliance with school financial procedures and internal controls.

Leadership Development in Student Programs (Captain’s Leadership Academy)

• Coordinate the implementation and ongoing administration of the Captain's Leadership Academy under the direction of the Director of Athletics & Activities.
• Manage program logistics, communications, participation, and administrative needs.
• Support program evaluation and maintain processes and materials that promote continuity and future growth.

Events and Department Operations

• Coordinate administrative and logistical support for athletic contests, activities, competitions, tournaments, recognition programs, and other events that fall within the responsibility of the Athletics & Activities Department.
• Support facility scheduling, event security, and other operational requirements in coordination with appropriate school and external partners.
• Provide responsive operational support during major athletic and activities events, postseason competition, tournaments, performances, and other peak periods.