Athletic Operations Coordinator

Position Title: Athletic Operations Coordinator
Reports To: Athletic Director (High School)
Status: Salaried Full Year

POSITION OVERVIEW

West Ottawa Public Schools is seeking a dependable, highly organized Athletic Operations Coordinator to support the High School Athletic Director with daily operational needs. This role strengthens the coordination and supervision of athletic events through support in site supervision, event setup, student eligibility processes (grade checks), transportation coordination, communication, and logistical planning across all athletic seasons.

This position is ideal for a proactive team member who thrives in fast-paced environments, values student success, and enjoys the behind-the-scenes work that ensures safe, smooth, and positive game-day experiences.

ESSENTIAL DUTIES & RESPONSIBILITIES

Event Operations & Site Supervision

• Assist with site supervision during home athletic events, including evenings and weekends as assigned.
• Support event setup and breakdown (signage, equipment needs, table/chair placement, facility readiness).
• Assist with coordination of workers (ticketing support, event staff check-ins, supervision coverage) as directed.
• Help ensure event operations meet school expectations related to safety, professionalism, and positive spectator experience.

Eligibility & Student Support

• Assist with grade checks and academic eligibility processes in coordination with athletic office procedures.
• Support communication with coaches, counselors, and families related to eligibility steps and timelines.
• Maintain confidentiality and professionalism in all student-related processes.

Transportation & Logistics Coordination

• Support transportation coordination for athletic contests and practices as assigned.
• Communicate with coaches and transportation partners to confirm rosters, departure times, and routing updates.
• Assist in tracking schedule changes and ensuring updates are shared appropriately.

Administrative Support & Coordination

• Provide administrative assistance to the Athletic Director, including coordination tasks, basic scheduling support, and operational follow-through.
• Assist with game-day logistics such as visiting team support, facility access, and troubleshooting.
• Maintain positive communication with staff, students, families, officials, and community stakeholders.

Youth Sports Coordination

• Assist with the transition from elementary programming to middle school programming to ensure high levels of communication around programming for families and participation with students.
• Seek solutions to reduce barriers to access for student participation

WORK SCHEDULE & EXPECTATIONS

• Schedule varies by season and event calendar; evening and weekend availability is required.
• Hours may increase during high-volume athletic seasons and tournament weeks.

REQUIRED QUALIFICATIONS

• High school diploma required; associate degree or college coursework preferred.
• Strong organizational skills and ability to manage multiple tasks with attention to detail.
• Ability to communicate clearly and professionally in person, email, and phone.
• Comfortable working in a fast-paced environment with frequent schedule changes.
• Ability to maintain confidentiality related to student records and eligibility processes.

PREFERRED QUALIFICATIONS

• Prior experience supporting athletics, student activities, or school event operations.
• Familiarity with transportation coordination, scheduling tools, or athletic management systems.
• Experience working with adolescents and school/community stakeholders.

COMPENSATION & BENEFITS

Compensation will be commensurate with experience and in accordance with district policies.

APPLICATION PROCEDURE

Interested candidates should apply online through the West Ottawa Public Schools employment portal and submit:

• Resume
• Three professional references

Applications will be reviewed until the position is filled.

POST IMMEDIATELY
Apply online atwww.westottawa.net

Physical Requirements and Working Conditions:

Reaching: Extending hand(s) and arm(s) in any direction.

Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles.

Grasping: Applying pressure to an object with the fingers and palm.

Talking: Expressing or exchanging ideas by means of the spoken work; those activities where detailed or import spoken instructions must be conveyed to other workers accurately, loudly, or quickly.

Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound.

Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

The worker is subject to environmental conditions.

The worker should provide consistent and reliable in-person attendance.