CROSSROADS SCHOOL - ATHLETIC DEPARTMENT COORDINATOR
GENERAL DESCRIPTION
The Athletic Department Coordinator provides administrative and operational support to the Athletic Director and serves as a key member of the Athletic Department. This position assists with the day-to-day organization of the department by coordinating communications, scheduling, event operations, athletic registration, eligibility, purchasing, inventory, and administrative processes.
The Athletic Department Coordinator helps ensure that athletic programs operate efficiently while supporting coaches, student-athletes, families, officials, and vendors in a professional, Christ-centered manner.
ESSENTIAL JOB FUNCTIONS
Communications
- Serve as a primary administrative point of contact for the Athletic Department
- Respond to routine parent, coach, and vendor inquiries
- Draft and distribute athletic department communications
- Maintain department email lists and contact databases
Calendar & Scheduling
- Maintain the athletic department master calendar
- Coordinate meetings, facility reservations, and event schedules
- Assist with transportation scheduling and logistics
- Support game and practice scheduling
Paperwork & Administrative Support
- Prepare, organize, and maintain department records and files
- Assist with reports, data entry, spreadsheets, and general office administration
- Maintain digital filing systems and department documentation
Event Support
- Assist with home athletic events and game-day operations
- Coordinate volunteers and event logistics
- Prepare game materials, passes, and event supplies
- Support athletic banquets, awards programs, and special events
Ordering & Purchasing
- Prepare purchase requests
- Order athletic equipment, uniforms, apparel, and supplies
- Coordinate with vendors regarding orders and deliveries
Equipment & Inventory Support
- Assist with maintaining equipment and uniform inventories
- Coordinate uniform checkout and collection
- Support equipment needs, repairs, and replacements
Athletic Eligibility Support
- Assist with eligibility tracking
- Monitor physicals and required participation paperwork
- Maintain athlete participation records
- Organize league and CIF compliance documentation
Website & Social Media Support
- Update athletic department webpages with schedules and announcements
- Assist with coordinating social media content
- Promote student-athlete achievements in coordination with the Social Media Manager
Registration Support
- Assist with athletic registration and enrollment
- Verify required forms and participation documents
- Answer parent questions regarding registration
- Organize preseason information and tryout materials
Officials & Vendor Coordination
- Coordinate communication with game officials
- Assist with confirming officials
- Coordinate with vendors for services and purchases
- Track invoices and assist with payment documentation
Summer Program Support
- Assist with planning and administration of summer athletic camps
- Prepare materials for upcoming seasons
- Support preseason organization and equipment ordering
- Update department documents, forms, and handbooks
Additional Duties
- Perform other duties as assigned by the Athletic Director in support of the Athletic Department