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Assistant Athletic Director of Operations

Posted by Executive Director

Dec 28, 2022

St. Thomas Academy - Mendota Heights, MN

POSITION: 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.


• Support Saint Thomas Academy and the St. Paul/Minneapolis Archdiocese’s mission and goals and actively articulate them to the Academy’s constituents and the wider community.

• In support of the mission and goals of Saint Thomas Academy, employees will follow all school policies and procedures.

• Provide leadership consistent with Catholic teaching. Employment in and by the Church is substantially different from secular employment. Church employees must conduct themselves in a manner which is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the Archdiocese, such that it can embarrass the Church or give rise to scandal. It is expected that all employees will respect Catholic doctrine and religious practices. Reasonable accommodation for the religious practices of employees not of the Roman Catholic faith will similarly be provided.


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 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


● 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


● 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


● 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


● Computer and software programs

● SmartBoard

● Projector

● Office equipment such as printer, copier, scanner, etc

● Telephone and/or cell phone

● Online video conferencing platforms


Education and Experience

● 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

Further Instructions:

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

Deborah Berglund, HR Manager, Saint Thomas Academy, via email and

Reed Hornung, Director of Athletics & Activities, Saint Thomas Academy, via email

Position will remain open until filled

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