DescriptionPosition Summary:The Athletic Information Coordinator and Administrative Assistant is a key role within the athletics department, responsible for managing communication, social media strategies, and the operational aspects of St. Mary's athletic program. The individual will oversee St. Mary's athletic social media accounts, coordinate content for the athletics department, support the Athletic Director with administrative tasks, and collaborate with the Communication Director to manage the athletics department's online and media presence. The ideal candidate will possess a blend of creativity, technical expertise, organizational skills, and a passion for promoting athletics within a school setting. A strong understanding of social media strategy and content creation is essential, as is the ability to thrive in a fast-paced environment while managing multiple responsibilities and meeting tight deadlines. This role demands excellent communication skills, attention to detail, and the ability to build and maintain relationships with students, faculty, staff, and the broader St. Mary's community. The coordinator will work closely with coaches, faculty, and other school administrators to ensure that athletic events, achievements, and programs are effectively communicated and promoted across various channels. The position reports to the Athletic Director and also has a defined reporting role to the Director of Communication, ensuring collaboration and alignment on all communication strategies for the athletic department. Key Responsibilities:
- Administrative Support for the Athletic Department:
- Provide comprehensive administrative support to the Athletic Department, including coordinating schedules, meetings, and event planning.
- Assist in arranging athletic travel, booking transportation, and managing communication with visiting teams.
- Help track the athletic budget and ensure proper allocation of funds for expenses, events, and materials.
- Manage roster and player data across various systems (Veracross, TeamSnap, etc.) to maintain consistency and accessibility for staff, coaches, and administrators.
- Assist in maintaining equipment inventories to ensure the athletic department is fully equipped for practices, games, and events.
- Plan and execute the annual athletic awards ceremony, including event logistics, communications, and media coverage.
- Offer exceptional customer service to all individuals, ensuring positive and helpful experiences.
- Work with the Athletic Department to ensure that coverage is always present at the AWC desk from noon until school dismissal.
- Athletic Social Media Management and Content Creation:
- Manage the school's athletic Instagram and X accounts in coordination with the school's Communication/Social Media Manager, ensuring consistent, engaging content that aligns with the school's mission and values.
- Develop and implement strategic content plans to promote athletic events, student-athletes, and key school initiatives while engaging the broader community.
- Regularly attend athletic events (games, matches, and practices) to capture multimedia content (photos, videos, and live updates) for use across social media platforms.
- Build and manage a team of volunteers to assist with social media coverage during athletic events, ensuring comprehensive event coverage.
- Respond to inquiries and engage with followers on social media in a timely manner, fostering positive online interaction and engagement.
- Monitor social media analytics to evaluate content effectiveness and adjust strategies as necessary to grow the athletic social media presence.
- Research emerging social media trends and incorporate innovative strategies to enhance the athletic department's visibility.
- Athletic Communication and Marketing:
- Collaborate with the Communication Department to maintain and regularly update the athletic pages on the school website, including team rosters, schedules, event details, and ticket prices.
- Work with coaches and athletic staff to ensure accurate, timely updates on team rosters, schedules, results, and player statistics.
- Organize and manage content for major athletic events such as senior nights, athletic banquets, and media days, including creating videos, promotional materials, and social media posts.
- Coordinate freelance photographers and videographers to capture high-quality media content during athletic events.
- Pitch story ideas to local media outlets, with approval from the Director of Communication, to highlight student-athlete achievements, team news, and special athletic events.
- Assist the athletic department in designing graphics and print materials, including event programs, signage, posters, banners, and team rosters.
- Support athletic-related events by managing operations, coordinating volunteers, and ensuring timely communication.
- Maintain the accuracy of all athletic data, including rosters, schedules, and contact lists, in various systems such as Veracross, Google Groups, and TeamSnap.
- Assist the athletic department with event logistics, such as transportation, security, and on-campus event setups.
- Submit athletic registration information for inclusion in the school's weekly parent newsletter.
- Keep digital displays in the Athletic and Wellness Center updated with current schedules and event details.
Education and Experience Requirements:Education:
- Bachelor's degree in English, Journalism, Communications, Marketing, Sports Management, or a related field.
- Fluency in social media platforms, video editing, and graphic design and familiarity with various digital tools including Finalsite, Photoshop, Canva, etc.
- Knowledge of athletics terminology and a passion for sports communication is highly preferred.
Skills & Abilities:
- Minimum of one year of professional experience in communications, social media strategy, or athletic media relations, preferably in an educational or nonprofit environment.
- Proven experience as an administrative assistant, preferably in a school setting.
- Experience managing social media accounts and creating content aligned with a brand's mission and values.
- Previous experience working in an athletic or communications department is highly desirable.
- Proven project management skills, with the ability to handle multiple tasks and meet deadlines in a high-pressure environment.
- Excellent writing and editing skills, including the ability to create engaging content for websites, social media, and press releases.
- Photography and videography skills to capture compelling visuals during events and a basic understanding of editing tools to enhance media content.
- Experience with media pitching, relationship-building with local reporters, and securing press coverage for school events.
- Exceptional organizational and time management skills, with the ability to prioritize tasks and work independently.
- Ability to thrive in a fast-paced, deadline-driven environment, maintaining a high level of accuracy and professionalism.
- Strong interpersonal and relationship-building skills, with the ability to work effectively with students, staff, coaches, and external stakeholders.
Hours and Seasonal Considerations:
- This position will be non-exempt and hourly.
- During the academic year, typical working hours are 12 p.m. - 6 p.m., Monday to Friday, with flexibility required for evening or weekend athletic events and school activities.
- Seasonal Adjustments:
- Fall Sports: Soccer, Volleyball, Golf, Cross Country
- Winter Sports: Basketball, Swim, Bowling
- Spring Sports: Lacrosse, Tennis, Track and Field, Trap Shooting
- Summer: Office hours are typically reduced to 8:30 a.m. - 2:30 p.m. Monday through Thursday and 8:30 a.m. - 1:30 p.m. on Fridays during June and July.
Time Off:
- This role includes student holidays (fall break, winter break, spring break) and two weeks of vacation. Additionally, there is time off during the athletic dead period (first two weeks of July).
St. Mary's does not discriminate in its hiring on the basis of age, race, color, religion, national origin, sex, gender identity, sexual orientation, political opinion, marital status, disability status, or any other characteristic protected under applicable state and federal law. Employment at St. Mary's Episcopal School is contingent upon the successful completion of a background, fingerprint, and reference check.