Webb School of Knoxville is a PreK – 12th grade independent preparatory school located in Knoxville, Tennessee. Enrollment at the school is approximately 1,100. Athletics play an integral role in the Webb School experience. They are an extension of our classrooms where dynamic growth transpires; where our students continue to learn about hard work, perseverance, and dedication toward a goal. They are about supporting and sacrificing for a team; about competing with character to bring out the best in yourself, your teammates, and your opponents; and about winning and losing with humility. It’s all about the challenge – one that we enthusiastically embrace.

Our emphasis is on chasing excellence in every sport we offer. We have a proud history of growing successful teams that compete at advanced levels. Webb School boasts 76 state championships – 41 in girls, 37 in boys – in 14 different sports. Over 75% of our students in grades 7 through 12 participate in at least one athletic team. Spartan graduates have gone on to play at colleges and universities across the nation, as well as professionally. Our seasoned coaching staff, which includes over 80 coaching positions, and our outstanding facilities are cornerstones of a storied athletics tradition.

Purpose: The Coordinator of Athletic Operations assists in the administrative organization on behalf of the athletic department and facilitates internal/external communications between the coaches, faculty/staff, and Webb students, parents, and community.

Essential Functions:

Department travel -Help coordinate all team travel for away athletic events, including transportation requests and hotel accommodations, if necessary -Distribute travel information to appropriate coaching staff and campus resources (i.e. Athletic Training, Campus Safety)

TSSAA Compliance -Maintain eligibility database via TSSAA portal -In conjunction with admissions office, prepare and submit mandatory financial aid report -Maintain schedules, rosters and coaches’ information within TSSAA portal -Prepare post-season entry forms Game logistics, special event planning and execution/website management -Oversee/prepare/distribute schedules ensuring no conflicts/discrepancies -Update website with schedules, early release information, campus departure times and home/away locations, coaching staff, team rosters and share as needed to appropriate departments across campus (i.e. Attendance, Athletic Trainers, Nurses, Campus Safety) -Plan and execute in its entirety the Collegiate Bound Student-Athlete Celebration (work with IT, Communications Department and College Counseling office, secure caterer, order gifts, create slideshow presentation, schedule photographer and, distribute questionnaire to student athletes) -Coordinate Senior Nights (dates, purchase gifts, order flowers, schedule photographer, develop and distribute questionnaires to students, create script for bio announcements, secure announcer) -Assist Program Director and/or Team Representative with End of Season Banquet to include lettering process and team awards -Assist in preparation of Team Media Days for every season with contracted photographers and/or communications office -Prepare and distribute weekly calendar of events for all campus faculty and staff -Represent department and serve as on-site admin for home/away events as needed -Assist in securing appropriate personnel at home contests (i.e. clock, bookkeepers and on-site administrative personnel) -Maintain athletic conference room calendar -Represent department at weekly calendar meetings

Budget management and oversight -Liaison with the business office -Monitor athletic department operating budget and team assessments -Ensure purchases and budget requests are within budget guidelines -Oversee monthly reconciliation of accounts via Ramp, to include credit cards and expenses for director approval -Maintain expense records for the department -Assist Director of Athletics with preparation of annual budget -Serve as point of contact for Program Directors and staff on account status and questions/concerns -Provide regular operating budget summaries and external revenue reports to the Director of Athletics upon request -Submit timely invoices, deposits (i.e. host tournament play) and purchase requisitions to appropriate controller or business office -Oversee all purchases of office supplies -Organize, complete and distribute assessment reimbursement for sports teams -Work with Bookstore, Team Spirit Representative and Financial Aid to charge team assessment to student billing

Administrative/Human Resources -Ensure completion of new hire paperwork and onboarding material in accordance with Webb and TSSAA compliance (application, W4, I9 and supporting documentation, background check) -Submit supplemental staffing invoices to payroll -Serve as department liaison between business office and seasonal part-time coaches -Create and distribute coaches’ agreements -Inform Department of Technology and Campus Safety of all new hire information -Distribute account and password to part-time employees -Attend seasonal orientation meetings and assist Director of Athletics as needed -Inform coaches of all school events, schedule changes and applicable school information

Perform other duties and responsibilities as needed; to include potential coaching assignments

Qualifications & Skills:
-Bachelor’s degree required. Master’s Degree preferred; with 3-5 years of experience within athletic administration and/or coaching
-Proficient in Google (Word, Excel, and Presentations) and other internet applications including graphic design, Photoshop, and social media tools.
-Knowledge of Veracross and/or similar school management system (Final site, Brightly)
-Ability to communicate effectively with all constituents of the school, both orally and in writing
-Excellent organizational, problem-solving, multi-tasking and customer service skills

About Webb School of Knoxville

Webb School of Knoxville is a PreK – 12th grade independent preparatory school located in Knoxville, Tennessee. Enrollment at the school is currently 1077. Athletics play an integral role in the Webb School experience. They are an extension of our classrooms where dynamic growth transpires; where our students continue to learn about hard work, perseverance, and dedication toward a goal. They are about supporting and sacrificing for a team; about competing with character to bring out the best in yourself, your teammates, and your opponents; and about winning and losing with humility. It’s all about the challenge – one that we enthusiastically embrace. Our emphasis is on chasing excellence in every sport we offer. We have a proud history of growing successful teams that compete at advanced levels. Webb School boasts 76 state championships – 40 in girls, 36 in boys – in 14 different sports. Over 75% of our students in grades 7 through 12 participate in at least one athletic team. Spartan graduates have gone on to play at colleges and universities across the nation, as well as professionally. Our seasoned coaching staff, which includes over 80 coaching positions, and our outsta...nding facilities are cornerstones of a storied athletics tradition. Our facilities are impressive. We have three gyms, 4 fields, 3 indoor tennis courts, football stadium and turf football and lacrosse field, track, and running course. In the fall of 2023, we added to our athletic facilities including a new softball complex, indoor hitting and pitching facility, turf lacrosse field and sports performance center which includes an indoor turf field, weight room, cardio mezzanine, golf simulator, fitness/yoga studio, classroom and team meeting room, and a full-time Director of Sports Performance.

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