Overview
This position is primarily responsible for providing administrative support to the Middle School Activities/Athletic Director. This position requires the ability to complete varied and complex office duties, sometimes working under pressure. The administrative associate often gives the first impression of the office thus, an outgoing, helpful, proactive and enthusiastic personality is required. It is expected that the administrative associate will assist other faculty/staff/students/parents as necessary and as workload permits.
Responsibilities:
- Represent the school and department to the public, parents and students with a cheerful, relaxed and respectful personality regardless of the situation.
- Provides secretarial support to the MS Activities & Athletic Director.
- Provide support (communication/assistance) to coaches, sponsors and students in relation to their chosen activity.
- Assist AD office with scheduling, booking and maintenance of schedules and other communication platforms such as on websites, posters, daily bulletins and social media.
- Serve as a point of information to parents and students for all questions and concerns related to Activities & Athletics
- Communicate through the school approved platforms, updates to schedules and activities to parents and students
- Flexibility with work hours when required for some events, games, performances on later afternoons, evening and weekends
- Maintain all records, correspondence, etc. in a well-organized and accessible manner.
- Maintains strict confidentiality of all personnel matters.
- Manages registration, setting up program software.
- Handles logistics of ongoing changes to programming throughout the season such as managing waitlists.
- Help with daily check in for activities and athletics
- Ensure all on campus games get started on time with the correct equipment and officials.
- Welcoming visiting athletes and directing them to playing spaces.
- Assists with uniforms – handing out, record keeping, collecting, washing/drying/storing.
- Coordinate all facilities bookings for current and upcoming school year
- Publish facility booking requests into venue-specific Google calendars.
- Maintains supplies for the office
- Coordinates the booking of facilities for all after-school
- Coordinates bussing for away fixtures on island.
- Prepare the weekly schedule of all facilities to be used for programming and ensure this is shared with facilities, coaches, athletes and families.
- Create parent and student e-mail and demographic lists.
- Prepare and organize award certificates, pins and photos for awards night.
- Keeps MS Activities and Athletics Budget up to date with all purchases and orders.
- Assist with work requests and work orders for the department.
- Liaises with the IT Department for tech needs for activities.
- Liaises with the Facilities Department for set-up custodial services.
- Ensures compliance with all school’s policies and procedures as related to the job responsibilities of this position.
- Performs other duties and functions as assigned by the Activities & Athletic Directors.
The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor.
Qualifications and Attributes Required:
- Diploma from a recognised polytechnic in Singapore (or equivalent)
- LCCI Private Secretarial Certificate or equivalent preferred
- Excellent organizational and office management skills
- Demonstrates competence in computer applications for Gmail, Google Suite (docs, sheets, slides, etc), Publisher, scheduling, with an interest and ability to learn new applications
- Excellent interpersonal skills and ability to handle multiple responsibilities and priorities concurrently
- Ability to work in a fast paced and sometimes high pressure environment
- Good English communication skills, both written and oral
- Positive work attitude and initiative
- Ability to work cooperatively and provide assistance as necessary to other team members
