Athletic Operations Specialist

Qualifications: 

• Must be a committed Christ-follower who upholds, in word and deed, the Hill Country Christian School of Austin’s Core Values and Statement of Faith.
• Must faithfully attend a Bible-believing local church whose fundamental beliefs are in agreement with the school's Statement of Faith.
• Possess sufficient biblical knowledge to handle operational questions or conflicts using biblical principles (e.g., Matthew 18) and naturally integrate a Christian worldview into daily interactions with students, parents, and coaches.
• Bachelor’s degree in Sports Management, Athletics Administration, or a related field required. 
• Minimum of 1–3 years of related experience in athletics, operations, event management, or administration.
• Exceptional project management skills, with a proven ability to prioritize multiple complex projects, team schedules, and facility bookings simultaneously in a fast-paced environment.
• Strong interpersonal, written, and verbal communication skills to effectively engage and collaborate with coaches, administrators, referees, parents, and vendors.
• Some familiarity with Google Workspace, athletic scheduling or ticketing platforms. Familiarity with accounting or expense-tracking software (e.g., Sage, Ramp) is a plus.
• Possess strong attention to detail and ability to manage multiple tasks and projects simultaneously.
• Solve problems effectively and efficiently in a service-oriented manner.

Responsibilities

Athletics Operations

• Provide administrative support to the Athletics Director and Athletics Department staff.
• Perform data entry of all sport schedules, player information, team rosters, and facility reservations in multiple systems.
• Maintain awareness of the by-laws and rules of various athletic leagues (i.e. TAPPS) that the school is affiliated with.
• Assist the Athletic Director in building a culture within the athletics program that authentically prioritizes whole-person formation, emphasizing Christ-like character, discipleship, and spiritual maturity.
• Manage social media content for the Athletics department by providing brand-aligned content for all sports programs to Marcom for social media and newsletter communications. 
• Schedule sport pictures and communicate to coaches and parents.
• Manage letter jacket vendor and sizing.
• Perform other duties as assigned in support of the Athletics department

Compliance & Risk Management

• Assist in tracking student eligibility, physical forms, and coach certifications to ensure full compliance of all programs with the Governing Authorities (TAPPS, CAPPS) and HCCSA Policies, Procedures, and Handbooks.
• Track and submit Academic All-State award information to TAPPS.
• Conduct regular safety assessments of facilities and equipment to ensure safety guidelines are adhered to, reporting facility incidents and scheduling routine maintenance and oversight of repairs. 
• Conduct initial phone screenings and participate in the interview process for coaches as needed.
• Oversee school driver approval process for the Athletics department.

Events and Game-day Operations

• Responsible for event and/or facilities coordination, including field/ court set-up, booking facilities, scheduling, and communications
• Act as a visible ambassador for the school, welcoming visiting teams, officials, and spectators in a manner that reflects Christ-like hospitality.
• Oversee online ticketing platforms, gate entries, and financial tracking. Coordinate with PTF on home football games and scheduling volunteer needs.
• Manage and execute travel logistics for away games and postseason tournaments, ensuring team and individual travel plans, bus/van reservations, driver schedules, meals, and lodging are fully coordinated.
• Support Athletics Directors in coordination of summer camps including development of marketing materials, managing camper registration and facilitating payment to coaches.

Athletics facilities and equipment management

• Manage Athletic vehicles including scheduling for all Athletic events, overseeing maintenance, auditing driving logs, and maintaining bus schedules and list of qualified drivers. 
• Serve as supervisor of the Federal Motor Carrier Safety Administration program for the school.
• Collaborate with the AD to maintain the master athletic calendar, ensuring all team practices, scrimmages, facility usage, and transportation are scheduled well in advance and accurately communicated.
• Coordinate the usage and booking of Hill Country facilities—including fields and the Multipurpose Athletic Center (The MAC)—as well as off-site/non-Hill Country facilities. Ensure facility readiness, cleanliness, and safety for all practices and competitions.
• Track and manage athletic equipment and uniforms each season across all sports programs.
• Locker management- player and program assignments and lock inventory.
• Ensure all equipment and facility gear strictly conform to safety regulations, posted recalls, and manufacturer warnings.
• Assist the Athletic Director in processing invoices, tracking operational expenses, and managing purchase orders for equipment or team supplies.
• Performs other related duties as assigned to support the athletics division.

Physical Requirements

• Must be able to remain in a stationary position the majority of the time using repetitive arm, hand and finger movements.
• Needs to frequently move about inside the office to access file cabinets, office machinery, etc. and occasionally outside the office to retrieve and deliver mail and packages.
• Operates a computer the majority of the time and frequently a copy machine.
• Ability to work in a semi-open office setting with frequent in-person interaction and numerous interruptions.Frequently communicates with co-workers, vendors, and others. Must be able to exchange accurate information in these situations whether in person, via email or telephone.
• Use strength to lift items (up to 30 lbs. unassisted) needed to perform the functions of the job.
• Frequently move about inside campus buildings and outside on the grounds and occasionally ascend/descend a ladder.
• Occasional exposure to a variety of weather conditions.
• Possible exposure to a variety of childhood and adult diseases and illnesses.