Administrative Assistant for High School Athletics

Ateneo de Manila University; Philippines; On-site; PHP 223,000 - 357,000; Full time

Job summary

Ateneo de Manila University is seeking an Administrative Assistant VI to support the Office of High School Athletics (OHSA). The role focuses on frontline secretarial support, resource management, athlete welfare, contract and compliance, and event logistics to ensure smooth operations of varsity programs.

The ideal candidate will have a Bachelor’s degree (advantage) and 2–3 years of relevant experience, excellent organizational and communication skills, and proficiency with MS Office and Google

Qualifications

• Bachelor’s degree in Office Administration or Sports Management is an advantage.
• 2–3 years of relevant work experience.

Responsibilities

• Serve as frontline and secretarial contact for stakeholders and visitors.
• Manage calendars, meetings, and director's schedule.
• Oversee inventory and procurement of athletic equipment.
• Monitor department budget and ensure allocations.
• Coordinate with University offices for athlete welfare and compliance.
• Provide on-site clerical support during events.
• Maintain organized filing and data records.

Skills

Organization

Prioritization

Communication

Tech Savvy

Detail-Oriented

Administrative Support

Interpersonal Skills

Customer Service

Event Logistics

Education

Bachelor’s degree (advantage)

Tools

MS Office

Google Workspace

Job description

Administrative Assistant for High School Athletics

Posted a day ago and deadline of application is on 31 Oct

Recruiter was hiring 8 hours ago

Job Description

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

Minimum Qualifications

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

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Ateneo de Manila University (Ateneo) is one of the leading universities in the Philippines. More than 150 years in existence, Ateneo has grown into a major Jesuit institution. Officially it became a university in 1959. It offers over 100 academic degree programmes.Ateneo offers Basic Education (Grade School, Junior High School, and Senior High School). In addition, Higher Education (College, Graduate, Continuing Education) is made up of nine schools (Education and Learning Design, Government, Graduate School of Business, Humanities, Management, Science and Engineering, and Social Sciences) located in 3 campuses in Quezon City, Makati City and Pasig City.It has an array of research centres, 11 of which are recognized as Centres of Excellence by the Philippine Commission on Higher Education. In addition to a European Studies Programme, it has a Centre for Asian Studies that fosters comparative research on East and Southeast Asia.Ateneo has 207 partnerships with universities around the world (82 in Europe, 87 in Asia, 11 in Australia and New Zealand, and 27 in North and South America) and is a member of the ASEAN Universities Network and 3 other international university networks. Ateneo’s Rizal Library is the most advanced in the Philippines with over 307,000 titles in its collection and online access to most major academic journals.