Administrative Assistant for High School Athletics  

Summary of Work Activities and Responsibilities:

The Administrative Assistant VI provides administrative, clerical, and operational support to ensure the efficient functioning of the OHSA.

Main Duties and Responsibilities:
I. Frontline and Secretarial Support

• Serves as point person for inquiries and requests from stakeholders (e.g., coaches, athletes, and parents) and visitors through various channels (e.g., face-to-face, email, phone) regarding the athletics programs
• Attends to office communications (incoming and outgoing) letters, memos, mails, emails
• Oversees and manages the calendar, meeting, and appointment schedules of the Director

II. Resource Management Support

• Manages the inventory and procurement of athletic equipment and supplies to ensure continuous availability and maintain items in good working condition
• Coordinates with external suppliers and service providers for procurement of equipment and supplies
• Monitors and tracks the department budget and financial resources to ensure transparency and adherence to approved allocations

III. Athlete Welfare Support

• Serves as a point of contact for student-athletes, coaches, and parents, receiving and addressing concerns and facilitating appropriate support and referrals
• Coordinates with relevant University offices and stakeholders to facilitate the resolution of student-athlete concerns related to academic, personal, welfare, and athletics-related matters
• Coordinates with relevant stakeholders to support student-athlete welfare, academic development, and overall student experience
• Monitors student-athlete academic progress and coordinates academic support initiatives, including tutorials, mentoring programs, eligibility requirements, and transition activities across educational levels and athletics programs

IV. Program and Compliance Support

• Coordinates the preparation, processing, and monitoring of contracts and related agreements for student-athletes, coaches, and other athletics personnel
• Monitors and maintains student-athlete participation and eligibility records to ensure compliance with established program, competition, and University requirements

V. Coordination and Logistical Support

• Handles coordination and logistical support requirements for meetings, events, games, and practices, including coordination with various University offices/units such as Central Facilities Management Office (CFMO) and Campus Safety and Mobility Office (CSMO) for facility, safety, and other related arrangements
• Provides on-site clerical assistance during athletic events, tournaments, and official meetings to ensure smooth operations

VI. Data and Records Management Support

• Maintains an organized filing and records system (both digital and physical) for all varsity teams, coaching staff, and athletic events in a systematic manner
• Updates and encodes game results, athlete achievements, school records, and other performance data in the designated database or records system
• Ensures data privacy and confidentiality when handling sensitive records related to athletes and personnel, consistent with University policies

VII. Performs other duties as may be assigned by the immediate supervisor, or any
authorized representative

Knowledge, Skills, and Abilities:

• Organization and Prioritization of Work: The ability to effectively plan and coordinate the delivery of athletic schedules and logistical requirements while managing multiple tasks simultaneously
• Communication Skills: Excellent written and verbal communication skills to act as a primary contact point and distribute official announcements and memos to coaches, athletes, parents, and school offices
• Technological Savvy: Proficiency in MS Office and Google Workspace to manage documentation, reporting, and office operations
• Detail Oriented: A strong ability to monitor records well and pay close attention to details, particularly regarding athletes’ participation records and eligibility compliance
• Administrative Support: Comprehensive knowledge of office administration and procedures, including preparing official reports, maintaining systematic filing systems (both digital and physical), and managing procurement documentation like purchase requests and liquidation reports
• Interpersonal and Customer Service Skills: The ability to relate professionally with various stakeholders and respond to inquiries and event-specific needs with urgency and serious attention
• Driven to Deliver: Demonstrating dependability and resourcefulness while providing on-site clerical assistance during athletic events and tournaments

Education and Experience Requirements:

• Bachelor’s degree in Office Administration, Sports Management, or a related field is an advantage
• With two (2) to three (3) years of relevant work experience