Full Time
Administrative Assistant to the Athletic Director and Logistics Manager: Saint Ignatius High School
Saint Ignatius High School
Interested applicants should visit our website and complete the online application process. Only applications submitted through our website will be considered. About the Position Saint Ignatius High School, a Catholic, Jesuit college preparatory school for boys, is seeking a dynamic, highly organized, and proactive Administrative Assistant to the Athletic Director and Logistics Manager. Serving as the central hub and the welcoming face of the Athletic Department, this position provides critical operational, logistical, and administrative support to the Athletic Director, Associate Athletic Director, coaching staff, and student-athletes. The ideal candidate will thrive in a fast-paced environment, masterfully managing everything from compliance and team travel logistics to game-day preparations and seasonal events. Ultimately, this role is vital in ensuring the seamless, daily execution of a premier high school athletic program while championing the holistic development of our student-athletes.
Primary Responsibilities
The Assistant to the Athletic Director provides comprehensive administrative, operational, and logistical support to the Athletic Department. This role ensures seamless daily operations, compliance with state and school regulations, efficient travel coordination, and excellent execution of game-day and seasonal events.
Key Responsibilities
1. Administrative Assistant to the Athletic Director Assist the Athletic Director with daily, seasonal, and yearly department operations. Manage the Athletic Director's professional calendar. Build and maintain the master yearly athletic calendar in alignment with the school calendar. Coordinate with opponent schools weekly to confirm upcoming event and contest details. Handle daily department mail and package distribution. Other duties as assigned by the Athletic Director. 2. Personnel Management & Compliance Oversee the onboarding process for new coaches in collaboration with Human Resources. Track and verify 100% compliance of all coaching certifications via Coaches Tool Chest prior to the start of seasons. Assist coaches with Ohio Department of Education (ODE) Pupil Activity Permit applications and renewals. 3. Athletic Travel Logistics Schedule and coordinate all team busing for daily practices, local games, and out-of-town trips. Manage out-of-town travel logistics: hotel blocks, meeting rooms, team meals, rooming lists, and tax-exempt forms (coordinating with coach's/parent liaisons). Process financial paperwork, including check requests, expense receipts, and coaching clinic accommodations. Submit early dismissal lists to the attendance office and organize visiting team hospitality. Manage the scheduling and key distribution for school vans. 4. Game-Day Operations Collaborate with and schedule ticketing personnel to ensure game-day worker and ticket-seller coverage. Prepare ticketing tables, financial materials, and event signage. Provide on-site support for home football games, select basketball games, and major events; serve as the primary Game-Day Manager as needed. 5. Seasonal Events & Recognition Awards: Communicate mid-season with Head Coaches to confirm end-of-season banquet plans (distinguishing between school-planned vs. team-planned events). Organize, order, and distribute student awards and letter recognition pins to the coaches. Facilities: Reserve space for team dinners, parent meetings, and banquets via FMX. Special Events: Lead the administrative planning for Senior Recognition Nights and coordinate sports rally logistics with the AP for Student Life. Team Photos: Schedule, communicate, and supervise seasonal sports picture days. Coordinate the distribution of final photo orders upon delivery.
Qualifications
Education & Experience Requirements: Minimum of an Associate degree with 3–5 years of dedicated, proven experience in office management or as an Administrative Assistant (preferably in an educational or athletic setting). A Bachelor's degree is preferred. Technical Skills Proficiency with office productivity suites (Microsoft Office and Google Workspace, specifically Word, Excel, Docs, and Sheets). Experience with or a strong aptitude to quickly learn specialized school management software, specifically FMX (facility/vehicle scheduling) and Final Forms (athletic compliance). Characteristics of a Successful Candidate Exceptional Organization: Highly detail-oriented with a proven ability to multitask, prioritize high-volume workloads, and meet strict deadlines in a fast-paced environment. Strong Communication: Excellent verbal and written communication skills; comfortable interacting professionally with administrators, coaches, parents, opponents, and vendors. Interpersonal Excellence: A welcoming, friendly, and professional demeanor, serving as an excellent initial point of contact for the Saint Ignatius Athletic Department. Proactive Mindset: A confident, self-motivated worker who anticipates departmental needs and problem-solves independently while contributing positively to a collaborative team environment. Confidentiality: Ability to maintain confidentiality and exercise sound judgment when handling sensitive information. Flexibility: Availability to work occasional evenings and weekends in support of athletic events and departmental activities.
Our Workplace: Praise, reverence and service should mark the relationship that exists not only between teachers and students, but among all members of the school community. Ideally Jesuit schools should be places where people are believed in, honored and cared for; where the natural talents and creative abilities of persons are recognized and celebrated; where individual contributions and accomplishments are appreciated; where everyone is treated fairly and justly; where sacrifice on behalf of the economically poor, the socially deprived, and the educationally disadvantaged is commonplace; where each of us finds the challenge, encouragement and support we need to reach our fullest individual potential for excellence; where we help one another and work together with enthusiasm and generosity, attempting to model concretely in word and action the ideals we uphold for our students and ourselves. About Saint Ignatius High School: Saint Ignatius High School, which opened its doors September 6, 1886, is a Jesuit college-preparatory school. The school enrolls more than 1,400 young men who hail from 92 cities in an 11-county region. Located in close proximity to downtown Cleveland in the vibrant and energetic Ohio City neighborhood, the school occupies 25 acres and includes 20 buildings and three athletic fields. The school has 114 faculty members, 89 percent of whom hold advanced degrees. Fifty-six percent have spent 10 years or more teaching at Saint Ignatius. Saint Ignatius is also home to The Welsh Academy, a middle school for boys from local families of modest economic means, founded in 2019. The academy enrolls more than 60 boys in grades 6-8 and occupies Kesicki Hall on campus. Academically, Saint Ignatius is a regional and state leader in National Merit finalists. To challenge students and prepare them for college, the Saint Ignatius curriculum offers 17 Advanced Placement (AP) and 21 honors subjects. In September 2009, the school was designated a Blue Ribbon school by the U.S. Department of Education. A Saint Ignatius education prepares students to become competent, concerned and socially responsible members of their communities. With a motto of Men for Others, there is a prime concern for the development of Christian values among all students. Part of the Saint Ignatius student experience includes the promotion of faith in the service of justice. Applicants with Disabilities As an equal opportunity employer, Saint Ignatius High School is committed to a diverse workforce. In order to ensure reasonable accommodation for individuals protected by Title I of the Americans with Disabilities Act of 1990 (as amended), applicants who require accommodation in the job application process may contact the Human Resources Office at 216-651-0222 for assistance. Salary range: $52,000-$62,000 Interested applicants should visit our website and complete the online application process. Only applications submitted through our website will be considered.
