Position Summary: The administrative assistant is responsible for coordinating all administrative matters essential to the efficiency and effectiveness of the UCHS Athletics Department

FLSA Designation: Non-Exempt

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Anticipates the administrators’ responsibilities and takes initiative to complete tasks with as much organizational detail as possible
• Prepares written communication, including correspondence, reports, notices, and recommendations and special instructions from administration
• Obtains, gathers, and organizes pertinent data as needed and puts it into usable form
• Maintains a regular filing system, as well as a set of locked confidential files, and processes incoming correspondence as instructed
• Performs bookkeeping tasks associated with the position including, but not limited to requisitions, time and effort logs, purchase orders, and vouchers
• Maintains a schedule of appointments and makes arrangements for meetings, conferences, and interviews
• Maintains an updated calendar of important obligations, meetings and deadlines, and makes necessary reservations or telephone calls to avoid time conflicts for the administrator(s). Contacts meetings participants to reschedule appointments or other obligations and provides participants an explanation to justify each rescheduling
• Welcomes visitors and arranges for their comfort, while ascertaining the nature of their business
• Answers and screens incoming telephone calls; determining the purpose of the call and providing information directly or refers the caller to the proper person or office.  
• Must be  familiar with school policies, procedures and contacts within the school system
• Sorts and prepares mail for the athletic director, identifying items which may require immediate attention
• Keeps the athletic director promptly informed of all important matters which requires attention
• Orders and maintains supplies as needed
• Operates word processors, computers, calculators, copiers and fax machines
• Works to maintain the highly confidential nature of the athletic department’s  office
• Maintains high working standards with an accent on thoroughness, accuracy and clerical skills
• Collaborate with the Sports Medicine Specialist and Athletic Director to ensure all athletic physicals are complete and up to date for all student-athletes
• Coordinate Athletic Department events such as seasonal parent meetings, coaches meetings, student-athlete signing days, and annual sports ceremony
• Communicates with athletes, families, and community members about athletic events
• Coordinates transportation for athletic teams with rental car and charter bus companies when school bus transportation is unavailable
• Works with the Athletic Director to ensure regular the UCHS Athletic website and social media accounts are up to date
• Performs other related duties as assigned by the administrator

PERFORMANCE KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge, skills and ability to operate computer programs and related technology for District employees
• Read and interpret documents such as instructions and procedure manuals
• Write simple and complex reports and correspondence
• Speak with members of the public and other staff members
• Interpret instructions furnished in written, oral, diagram or schedule form
• Have strong computer skills including word processing, and working with spreadsheets and databases
• Be able to understand and submit online reports to state and federal agencies
• Have the ability to learn new systems and software
• Have strong interpersonal skills
• The ability to work closely with a variety of staff members and the public
• The ability to safeguard confidential information
• Ability to communicate effectively verbally and in writing
• Interpersonal skills using tact, patience and courtesy
• Work under minimal supervision accurately and with attention to detail

ESSENTIAL QUALIFICATIONS

The qualifications noted below are required to enable the employee to   

perform the essential duties/responsibilities of this position.

• High School Diploma, undergraduate degree preferred
• Computer proficient and 60 CWPM
• Successful clerical experience, preferably in an educational setting
• Attention to detail, patience, and the ability to work alternate hours
• Excellent public contact and communication skills
• Superior organizational, interpersonal and communication skills

PHYSICAL DEMANDS 

•  Sufficient vision to read printed material, see distant objects with clarity, and identify and distinguish objects
• Sufficient hearing to hear conversations in person and on the telephone, and hear sounds clearly up to 30 feet
• Ability to speak in an understandable voice with sufficient volume to be heard in normal conversation and on the telephone, and in addressing groups
• Ability to exert up to 25 pounds of force to lift, carry, push, pull, or otherwise move objects
• This position requires standing, walking, sitting, bending and reaching for extended periods of time
• Sufficient manual dexterity and/or mobility to grasp and/or manipulate objects, operate mechanical equipment, and move about the work area
• This position will subject the employee to work environments that have exposure to weather or interiors with extremes of heat and/or cold, wet and/or humid conditions, high noise levels, and various work related hazards