Athletics Administrative Assistant and Sports Information Director Job at Indepe

Independence Community College
Position Announcement
Athletics Administrative Assistant & Sports Information Director

Independence Community College (ICC), located in rural southeast Kansas, is seeking a dedicated individual to fill the dual role of Athletics Administrative Assistant & Sports Information Director.

Position Overview
The Athletics Administrative Assistant is integral to the smooth and efficient operation of the athletic department and assists with the coordination and execution of college athletic events. In the role of Sports Information Director, the individual will enhance the visibility of ICCs athletic programs, fostering engagement within the college and the surrounding community.

Position Details
This is a full-time, 12-month, salaried, exempt position reporting to the Athletic Director. The salary range is $46,000 to $48,000 depending on previous work experience. ICC offers a comprehensive benefits package, including:

• Regular Work Schedule: Monday Friday, 8 a.m. to 5:00 p.m. with a one-hour lunch
• Starting in January 2025, regular work schedule: Monday Thursday 8 a.m. to 5:00 p.m. with a one-hour lunch and workday on Friday (8 a.m. noon)
• Summer Schedule (May 19th August 1st): Monday Thursday 7:30 a.m. to 5:00 p.m., hour lunch and Fridays off
• Earned vacation, personal time, and sick time
• Medical, dental, and vision insurance
• Health Savings Account (HSA) and Flexible Spending Account (FSA)
• Participation in the Kansas Public Retirement Systems
• Long-term disability coverage
• Life Insurance
• Additional benefits available

Key Responsibilities

Athletic Administrative Assistant
Supports the athletic director and department by performing a variety of tasks, including:

Communication: acting as a liaison between the athletic director, coaches, students, parents, faculty, staff, alumni, and the community.
Administrative support: answering phones, maintaining athletic calendars, scheduling appointments, managing emails and written correspondence, and processing incoming & outgoing mail.

Game Day and other Athletic Events: responsibility for the planning, coordinating, and executing all game day operations for home athletic events, including:

• Organizing and operating hospitality rooms
• Assisting the athletic director with game officials and game day workers
• Coordinating parking, producing event passes, managing ticket sales
• Coordinating and managing concession stand
• Maintaining accurate receipting, bookkeeping
• Maintaining compliant procedures and processes for all cash handling
• Scholarships: maintaining accurate records on all athletic scholarships
• Assisting the athletic director and coaching staff with managing, supplying, and maintaining athletic scholarship applications
• Maintaining accurate scholarship lists to share with appropriate college offices (Financial Aid, Business Office and Administration).
• Letters of Intent: producing, processing, recording, and maintaining athletic Letters of Intent
• Ensuring compliance with conference and NJCAA eligibility regulations.
• Reporting: maintaining accurate records on team eligibility for all sports
• Assisting the athletic director and coaching staff with collecting the required materials and program rosters for the registration/Eligibility Coordinator to ensure timely compliance institution, conference, and NJCAA eligibility regulations.
• Assisting the athletic director in the preparation of the Equity in Athletics report and other required fiscal reports.
• Travel Arrangements: scheduling and coordinating all travel arrangements for athletic teams and coaching staff.
• Purchasing & Budgeting: ensuring compliance with college procurement policies by:
• Assisting athletic director, athletic trainers, and coaching staff with obtaining required supplies
• Processing requisitions, purchase receipts, and expense reports for athletics
• Booster Club: assisting the athletic director in coordinating & managing Booster Club activities by:
• Maintaining an up-to-date database of Booster Club members.
• Purchasing and maintaining appropriate advertising & signage.
• Coordinating and hosting Booster Club events at athletic events throughout the year.
• Designing, creating and mailing season tickets to all Booster Club members.
• Federal Work Study: ensuring compliance with all Financial Aid and Human Resources processes & procedures for Federal Work Study.
• Supervising federal work study students assigned to Athletics Administration and ensure all paperwork and time reporting is completed timely and accurately.
• Filing: ensuring all records are filed daily and athletic records are up-to-date and current.
• Maintaining regular and timely attendance.
• Performing other duties as needed.

Sports Information Director

• Manages all aspects of sports information and media relations for the athletic department by:
• Serving as the main point of contact for sports media inquiries, interviews, and press releases.
• Updating and maintaining the athletic department website and social media platforms by ensuring accurate and timely dissemination of information, schedules, results, and athletic profiles.
• Coordinating media coverage for games, events, and announcements, liaising with local and regional media outlets.
• Developing marketing and promotional materials for athletic events, including brochures, posters, flyers, and digital media.
• Managing the broadcasting of home games and special athletic events, coordinating live streams, commentary, and post-game coverage.
• Tracing and reporting athletic statistics for all teams, ensuring timely submission to regional organizations.
• Coordinating photo and video coverage of athletic events for archives, media use, and promotional purposes.

Required Qualifications
Education: Associates degree, bachelors degree in business administration, sports management, marketing, communications or a related field preferred
Experience: Minimum of 1 2 years of experience in an administrative or marketing role, preferable in an athletic or academic setting.
Skills:

• Strong organizational and multitasking abilities
• Proficiency with office software (Microsoft Office Suite, Google Workspace) and familiarity with sports information software.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality, balance multiple projects, and work well under pressure.
• Ability to work independently and collaboratively with students, athletes, coaches, faculty, and staff.
• Organizational skills
• Ability to work well with others from diverse backgrounds.
• Familiarity with statistical tracking and reporting for collegiate athletics.
• Willingness to support the Vision and Mission of the college.

Physical Requirements

• Ability to work early, evening, and weekend hours as required for athletic events.
• Ability to sit or stand for extended periods of time.
• Ability to bend, stoop, reach and grasp as required in performing responsibilities.
• Occasionally lift or move equipment or materials up to 25 pounds.

Application Procedures
The position will remain open until it is filled. Apply on the ICC Website at www.indycc.edu under Employment Opportunities located at the bottom of the ICC home page under the Staff tab. Applicants should complete an on-line application, attach a cover letter, resume, list of references and transcripts for consideration.

ICC does not discriminate on the basis of race, color, ethnicity, religion, creed, national origin, sex, gender, sexuality or LGBTQIAP+ identity, age, ancestry, tenure, disability, pregnancy, marital status, parental status, veteran status, genetic information, or any other factors that cannot be lawfully considered in its programs and activities as required by all applicable laws and regulations.