Athletics/Activities Administrative Assistant

Job Purpose

Provide administrative support to ensure efficient operation of the athletic office. Support Athletic Director and department staff through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email. Direct and lead student aides.

Major Duties and Responsibilities

• Answer and direct phone calls and emails.
• Organize and schedule meetings and appointments for athletic/activities director.
• Produce and distribute correspondence memos, letters, faxes and forms as needed.
• Assist in the preparation of regularly scheduled reports for athletic director.
• Develop and maintain a filing system.
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Maintain computer and manual filing systems.
• Coordinate office procedures and policies.
• Reply to emails and telephone inquiries.
• Receive, sort and distribute the mail and packages
• Oversee and supervise department student aides.
• Process all high school transportation documents and act as travel agent for all high school travel.
• Maintain an accurate knowledge base and comply with state, district, and school policies and regulations concerning primary job functions
• Schedule all usage for all high school facilities
• Assist with organization of game event workers and provide required forms
• Assist in managing activity fees for all sports including entry fees, requisitions, contracts, etc.
• Greet and assist visitors to the office.
• Process and maintain records of all new and returning athletes to multiple interfaces
• Handle sensitive information in a confidential manner.
• Liaison person to other departments on campus.
• Organize department events and functions.

Education & Experience

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

• Ability to use personal computer and software to develop spreadsheets, databases and Google applications
• Proficient skills in typing, word processing, and file maintenance
• Effective organization, communication, and interpersonal skills
• Calm and patient demeanor

Experience:

Two or more years with secretarial/clerical experience

Direct reports

Reports to Athletic/Activities Director.