Saint Thomas Academy is seeking an Assistant Athletic Director of Operations to assist in leading, coordinating, developing and supporting Saint Thomas Academy’s athletics and co-curricular programming for students in Grades 6-12 in full alignment with the mission and vision for the school.

REPRESENTATIVE RESPONSIBILITIES:

The Assistant Athletic Director of Operations will assist the Director of Athletics & Activities by helping oversee all aspects of the athletic and co-curricular programs sponsored by Saint Thomas Academy. Responsibilities include, but are not limited to, the following:

Primary Administrative Responsibilities

• Answer calls for the Office of Athletics and Activities
• Consult weekly with AD regarding the events for the week
• Distribute, collect and maintain all forms regarding student eligibility in compliance with MSHSL rules and regulations, including physicals
• Coordinate fees for all sports teams, work with business office, coaches, marketing to communicate and collect fees
• Responsible for regular season and tournament ticket sales
• Liaison with maintenance department for all athletic work orders
• Assist with the scheduling for all athletic facilities
• Responsible for accurate rosters for all sports, regular season and post season
• Maintain award status of athletes on FinalForms
• Prepare end of season Honorable Mention and All-State certificates for athletes
• Arrange for presentation of awards, signing days, or other key accomplishments
• Process all payments, reimbursements, invoices, PO’s, etc.
• Visitation and Saint Thomas Academy transportation responsibilities
• Prepare all coaches contracts with Human Resources
• Coordinate all early releases from school for events
• General correspondence as needed
• Other duties as assigned by the Director of Athletics & Activities

Primary Athletic Responsibilities

(Individual sports to be assigned based on experience)

• Enter results and schedules on conference website and share information with Marketing & Communications for social media and cadets.com updates (daily)
• Produce and communicate accurate schedules, team rosters and other recordkeeping as needed.
• Communicating with coaches, athletic administrators, officials’ assignment chairpersons and officials about any changes to the athletic schedule
• Liaison with captains’ parents to review process/procedures and budgets
• Meet with coaches, parents and athletes (pre-season) to cover policies and expectations
• Oversee all ticket sales and the handling of ticket revenue
• Oversee concession contracts, arrangements for each home contest
• Prepare financial reports of all revenues and expenditures for all athletic contests
• Complete all Section and State Audit forms after post season contests
• Coordinate all bus requests for sport teams
• Athletic department liaison with the business office and Human Resources
• New hire onboarding, paperwork, keys, etc.
• Schedule all event workers for each home contest (announcers, scorekeepers, clock operators, etc.)
• Frequently working nights and weekends to run sporting events
• Team liaison, working to oversee specific athletic programs and teams as needed

OTHER RESPONSIBILITIES:

• Attend all STA events, Command Performances, fundraisers and athletic events, as prescribed by the Director of Athletics & Activities
• Participate in professional growth, in-services, workshops and staff development opportunities to improve knowledge of subject matter, maintain professional licensure and improve best practices
• Attend faculty, department and committee meetings as required
• Maintain effective working relationships with Academy colleagues
• Maintain miscellaneous projects and complete various tasks as needed

• Bachelors degree in related field, Masters Degree preferred

• Three years+ recent experience in education and/or athletic management
• Three years+ coaching high school or college sports
• Extensive knowledge of the Minnesota State High School League rules and regulations and ensure STA compliance
• Exceptional management, leadership, customer service, communication and organizational skills
• Experience in independent school preferred

MENTAL DEMANDS:

• Position requires person to reason logically and make sound decisions, consider alternative and diverse perspectives while making decisions
• Position requires person to interact effectively with people in a positive manner
• Experience in project management and taking projects from concept to completion
• Position requires person to multitask and perform multiple duties without loss of efficiency or accuracy
• Position requires one to interact appropriately with individuals from diverse backgrounds
• Position requires person to work independently as well as an integral part of a team and to plan, set, and meet deadlines
• Position requires person to complete tasks without direct supervision and the ability to exercise independent judgment and make decisions
• Superior organizational, interpersonal, oral and written communication skills
• Knowledge of current technology, willingness to remain current with technological advances
• Strong customer service ethic and exceptional judgement
• Comprehensive knowledge of traditional marketing techniques (e.g., direct mail, telemarketing) and digital marketing techniques (email, text, social media)
• Experience and comfort with facilitating meetings, preparing and delivering presentations, and speaking in a variety of forums, especially presenting in front of large groups
• Understand the confidential nature of the school’s information and maintain strict confidentiality
• Professional demeanor and appearance
• Ability to perform under stress and/or in emergency situations

PHYSICAL DEMANDS:

• Must be able to move throughout the office and school buildings with movement including, but not limited to, sit, stand, bend, stoop, reach, grab, pull, climb and descend stairs on a daily basis
• Must be able to sit or stand for extended periods of time at an office desk or within assigned areas at school- Command Performances, School Formations, Mass, events, etc.
• Required to perform repetitive physical tasks such as computer keyboarding, writing and reading
• Position requires a person to operate equipment necessary for the position such as, but not limited to, a computer, office equipment such as copier, scanner, phone, printer, etc.
• Be able to read a computer screen for extended periods of time
• Carry or move textbooks, student backpacks, audio/visual equipment, student desks, cafeteria tables and chairs, etc up to 15 pounds with the proper technique
• Exposure to indoor and outdoor climates while attending Command Performances
• Required to work in standard office and school conditions
• Required to work in a military environment with exposure to unexpected, loud noises during military drills and performances as well as be exposed to brief smells of explosives
• Able to pass a required background check and complete initial and ongoing required training
• Must be able to work 40 hours per week and attend school events/Command Performances outside of normal school hours
• Must be able to work a varied schedule, including evenings and weekends
• Must have the ability to travel around the Twin Cities community

TOOLS AND EQUIPMENT USED:

• Computer and software programs
• SmartBoard
• Projector
• Office equipment such as printer, copier, scanner, etc
• Telephone and/or cell phone
• Online video conferencing platforms

Qualified candidates should send a cover letter, resume and references to:

Deborah Berglund, HR Manager, Saint Thomas Academy, via email dberglund@cadets.com

And

Reed Hornung, Director of Athletics & Activities, Saint Thomas Academy, via email rhornung@cadets.com

Position will remain open until filled