Administrative Assistant to the Athletic Director (NE) (2025-2026) - St. Mary's High School, Annapolis MD

The Administrative Assistant will perform a wide range of administrative and office support activities for the school office.

Essential Functions

Athletic Department - General Duties

• Confirm games, times, and locations with opposing schools
• Provide referee assigners with game schedules.
• Confirm officials for Athletic Events.
• Submit Rosters to the IAAM/MIAA
• Communicate Early Dismissals with Faculty/Staff.
• Schedule team pictures with Lifetouch (provide times for teams & location)
• Notify bus company, officials, opposing schools, student athletes in the event of cancellations.
• Maintain records of Student-Athletes (sports played, letters, pins, special awards).
• Create and distribute certificates, pins, and letters.
• Submit facility request forms for Athletic Department meetings and special athletic events.
• Create programs for Award Nights, including Senior Nights.
• Create programs for home athletic events (F/S, JV, V).
• Order Plaques, trophies, letters, pins, and certificates for Award Nights (3 seasonal presentations)
• Order & pick up food for Coach meetings and Award Nights.
• Order & pick up flowers for senior nights.
• Manage attendance at all three award nights.
• Submit vouchers for payment of officials.
• All other assigned duties

Transportation
 

• Schedule game and practice buses.
   
• Provide bus company with schedules.
   
• Confirm bus schedule - weekly.
   
• Verify bus invoices.
   
• Schedule Student Field Trip buses.
   
• Create & collect shuttle bus passes.

Coaches
 

• AOB Coordinator for Coach VIRTUS Compliance.
   
• Organize VIRTUS driving clearances.
   
• Collect resumes from Coach applicants for the search committee.
   
• Help organize interviews.
   
• Distribute and file employee/volunteer VIRTUS & payroll paperwork.
   
• Reserve classrooms for coach meetings.
   
• Create and collect permission forms, fees, etc.
   
• Communicate with coaches for award recipients.
   
• Order business cards for coaches.
   
• Assist with information and proofread the Media Guide.

Position Qualifications

• High school diploma or equivalent; minimum of three years’ experience as an administrative assistant in a professional work environment.
   
• Proficient in Microsoft Office, including Microsoft Outlook and Google Docs.
   
• Effective problem-solving, prioritization, and decision-making skills.
   
• Attention to detail and accuracy.
   
• Knowledge of principles and practice of office management.
   
• Strong written and verbal communication skills, great interpersonal skills.
   
• Critical thinker and problem-solving skills.

Range:  $20 - $22, Hourly    

Benefits:    

We offer a comprehensive and competitive benefits package with this position, including health, dental, and vision coverage; employer-paid life and disability insurance; automatic enrollment in the 403(b) plan and employer contribution (whether or not the employee contributes); and generous paid holiday, sick, and personal leave.** Please click on the link below for more detailed information:     

https://www.archbalt.org/human-resources/employee-benefits/employee-benefits/