St. Giles Athletics – Job Responsibilities
*See complete job descriptions for further detail
Program or Job
Athletic Administrative Manager (AAM)
Area
Approx % of total
35%
Manages athletics website.
Provides timely, relevant updates to parents
through website updates – including schedules and
changes for practices/games, etc.
Note: Parent questions and concerns should go
directly to Athletic Director and not to
Administrative Manager.
Coaching Staff
Establishes and maintains regular communication
with coaches regarding scheduling of practices,
games and any related changes that occur.
Provides coaches with email list of parents for
players on their teams.
Works with Assistant Principal to ensure
compliance with mandatory screening policies of
Archdiocese of Chicago for all coaches and
volunteers.
Scheduling
1
Coordinates and maintains gym schedule –
including game schedules, practice schedules,
school schedules, and outside vendor schedules.
AA
65%
Maintains updated St. Giles Athletic Handbook and ensures compliance by coaches,
players and parents. Establishes and ensures communication of a clear and consistent
philosophy of athletics program for players, coaches, and parents. Provides training and
development opportunities for all parties as needed to enact this vision.
Mission
Website and
Parent
Communication
Athletic Director (AD)
Primary Communication responsibility with parents: proactively communicates
registration information, provides regular updates, handles parent questions and
concerns, ensures communication between Athletics and parents is strong. Provides
initial response to parent emails within 24 hours. Identifies “Team Parents” and parent
volunteer pool to assist as needed with team/coach for communication and practice or
game needs. Communicates proactively with incoming 5 th grade parents (in spring of
4th grade year) about what to expect and look forward to from SGS Athletics.
Determines and addre
needs and priorities fo
Makes guiding decisio
mission and philosoph
program in conjunctio
and AAM. Proposes
BSJ. Works with AD
policy changes.
Communicates summ
feedback to parents at
Trained on website updates and communication to be able to carry out as needed.
Recruits, hires, supports, guides and supervises coaches for all sports. Clearly
establishes and communicates expectations and program philosophy for/to all coaches.
Provides clear list of goals for coaches by level and sport consistent with overall
program.
Assists AD in identify
coaches.
Assists AD in coach d
training opportunities
Communicates names and contact information of all coaches and volunteers to Asst.
Principal as soon as known. Determines coaching stipends through budgeting process.
Works with Asst. Principal to ensure payment and to ensure compliance with mandatory
screening policies of Archdiocese of Chicago for all coaches and volunteers.
Communicates regularly with coaches to monitor and provide support, including a preseason meeting and post-season evaluation meeting. Develops and sustains a pool of
pre-approved volunteer emergency coaches who can fill in as needed.
Coordinates oversight and open/close responsibilities for use of gym. Manages keys to
facilities in conjunction with school administration.
AAC or AAC delegat
to contribute to gym o
opening/closing of gy
Finances
Works with school office/development assistant to
handle, track and reconcile financial transactions
related to athletics: (eg.) receipt of funds from
registrations, payment of dues and registrations for
leagues and tournaments, etc.
Hires, coordinates, trains and supervises Pride Crew for home basketball and volleyball
games, and any other auxiliary support staff for athletics. Provides the school payroll
coordinator a written list of hours (timesheets) worked by all coaches, assistant coaches
and any other persons hired to assist with the Athletic Program so payment can be made
on a bi-monthly basis as needed. Tracks payroll and provides report to principal and
AAC.
Provides monthly financial report to AAC. Acquires approval from AAC for any
unplanned expenses not included in budget.
Works in conjunction with AD to prepare an
annual athletics budget by March 1st for the
following academic year, for approval by the AAC
and the St. Giles Board of Specified Jurisdiction.
Includes attention to keeping fees charged to
parents at lowest point needed for effective
functioning of program. Provides quarterly
financial reports to the AAC.
Works in conjunction with AAM to prepare an annual athletics budget by March 1 st for
the following academic year, for approval by the AAC and the St. Giles Board of
Specified Jurisdiction. Includes attention to keeping fees charged to parents at lowest
point needed for effective functioning of program. Provides quarterly financial reports
to the AAC.
Determines, communicates and addresses sports equipment needs in conjunction with
AAM, AAC, and school administration and in proactive way, so as to be included in
budgeting processes. This includes equipment for coaches (whistles, ball bags, white
boards, etc.)
Uniforms and
Equipment
Reviews Athletics Bu
each AAC meeting. R
finances to BSJ, and f
spring in advance of u
year.
Determines fees for e
of overall Athletics bu
Oversees a St. Giles A
Club and/or fundraisin
Establishes and meets
fundraising goal in re
needs and fiscal and p
Ensures needed fundi
equipment through bu
and fundraising effort
Tracks and maintains inventory of uniforms. Prepares and maintains proactive 3 year
timeline for expected uniform and equipment needs. Responsible for storage and
distribution/collection.
Purchases needed uniforms and equipment according to budgeted plan, with assistance
of Asst.Principal as needed.
Evaluation
Works with AAC to prepare and distribute online
parent evaluations after completion of each sports
season. Provides report of evaluation results for
AAC and AD to review.
Performs individual coach feedback sessions with each coach at the end of the season.
Provides feedback to coach based on direct observation and feedback received during
the year. Highlights potential areas for improvement. Listens to recommendations and
suggestions of coaches. Determines whether coaches will continue in future and action
steps needed for qualitative improvement for following season.
Performs annual and o
and oversight of the w
Athletic Administrativ
Athletic Director as d
conjunction with prin
the formal employme
Ensures (online) paren
completion of each sp
Determines and comm
parent community the
for following year bas
2
Oak Park Park
District
Works with school and parish to coordinate any
needed facilities to carry out partnership contract
with OPPD.
Participates in communication with league and
tournament officials as needed for scheduling.
Works with AAC to communicate to OPPD the desired and needed field space for fall
soccer season.
Ensures that acquired space achieves maximum utilization during soccer season.
Determines which leagues and tournaments will help teams achieve desired goals in
terms of number of games and quality of competition (based on team size and ability.).
Primary point of communication with league and tournament officials.
Ensures negotiation o
contract with OPPD t
space for fall soccer s
Reviews tournaments
ensure that team is no
scheduled and is in co
school and Archdioce
expectations.
Attends or participates in league and tournament scheduling, rules,
and evaluation meetings or communications.
Presence /
Visibility
Meets and communicates regularly with Athletic
Director.
Maintain an active presence at games throughout the year, including all sports, both
boys and girls, in support of coaches and players.
Maintains weekly office hours – posted to website – for availability to meet with
administrators, AAC, parents, etc, as needed.
Participation at
meetings.
3
Attends AAC meetings.
Attends AAC meetings.
Maintain an active pre
games throughout the
sports, both boys and
coaches and players.
Seeks to learn parent
ways through presenc
athletics events and p
Schedules AAC meeti
and ensures represent
of Athletics issues at B
Jurisdiction meetings.