Administrative Assistant - Athletics (Regular Full-time)

Le Jardin Academy is looking for an Administrative Assistant-Athletics (Regular Full-time). The responsibilities of the Administrative Assistant to the Athletic Director include, but are not limited to, those associated to the daily operation of the school: Faculty, staff, students, communications, and all educational-related activities and objectives applicable to faculty and students. 1 – 2 years of experience working in Administrative Assistant roles required. Applicants must be authorized to work in the United States. No phone calls, please. Please submit resume and cover letter. Hourly starting pay: $20.00 per hour.

Employer

Le Jardin Academy, located in Kailua, HI, is an International Baccalaureate World School offering students a world-class education from pre-kindergarten to twelfth grade. Its graduates attend the best universities across the world and are equipped to serve in whatever community they reside.

Job Purpose

The responsibilities of the Administrative Assistant to the Athletic Director include, but are not limited to, those associated to the daily operation of the school: Faculty, staff, students, communications, and all educational-related activities and objectives applicable to faculty and students.

General Expectations include: Supporting the LJA mission statement and implementation of the IB program, modeling the school wide Agreements and the attributes of the IB Learner Profile, exhibits courteous behavior and a sense of professionalism at all times and demonstrates an enjoyment of working with adolescents and young adults.

Essential Duties and Responsibilities

● Maintain positive and professional staff and client relationships; welcome and greet office guests

● Responds to email questions and phone calls in a timely manner

● Monitor and maintain office and athletic equipment, monitor supplies, replenish; re-stock as needed

● Maintains and updates the filing system for the department (electronically)

● Acts as a liaison with employees, students, parents and outside agencies

● Must be familiar with ILH By-Laws, LJA Coaches Handbook, as well as the Student/Parent Handbook and Student Code of Conduct

● Maintains LJA Athletics weekly newsletter

● Maintenance of the Athletics pages of the school website

• Inserts daily attendance on Blackbaud for athletic early releases

● Keeps online records of all athletic forms, grade checks, coaches contracts, invoices of purchases, permits and transportation forms

● Coordinates island travel and accommodation for pre and post-season tournaments ● Attends all informational meetings and award ceremonies

Other Duties

● Complete bookings through our ‘Room Reservations’ process for Athletic events and requests

● Follow through with parents regarding sports physicals and other ILH requirements

● Communicate with coaches regarding contracts, NFHS certifications rosters, updates, eligibility and participation lists, etc.

● Communicate with the ILH regarding administrative tasks and athlete/team eligibility ● Supports with emergency drills and procedures

● Commercial van driver certified in order to transport teams to off campus practices/competition, if necessary

● Other duties as needed

Event Duties

Award Ceremonies

● Maintains master athlete list and create certificates/pins/plaques for distribution

● Book venue/chairs/tables/food in FS Direct

● Order lei for coaches, seniors, admin and board members

Home Gym Games

● Front gym door assistance in accepting electronic tickets, if needed

● Assist with crowd control if needed

Qualifications and Requirements

Education/Experience

● High School diploma

● At least 1 – 2 years of experience working in Administrative Assistant roles

● Bachelor’s degree preferred

● Proficient in Microsoft Office Suite (Outlook, Word, Excel and PowerPoint) and Google platform

● Non-profit or customer-oriented background preferred

● Demonstrates customer service excellence; willingness to go above and beyond

● Ability to coordinate multiple schedules, multi-task and produce accurate work despite frequent interruptions

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Skills

● Strong interpersonal skills and ability to work in a team environment

● Ability to meet deadlines in an environment with multiple simultaneous projects ● Proofread communication materials

● Handle confidential correspondence

● Proven ability to represent the department and organization in writing – applicant may be asked for a writing sample

● Demonstrated organizational skills

Details

● Department: Athletics

● Status: Full-time

● FLSA Status: Non-Exempt

● Work year: Twelve month

● Work hours: Must have flexibility to work Monday through Friday and possibly nights, as needed