Administrative Assistant

 Administrative Assistant 

Role Description 

Overview

The primary role for this position is to assist in the administrative activity of Strathmore Soccer Association. Communication, coordination, scheduling, and liaison between the club and the governing bodies and electronic organizational activities will comprise the majority of this job. The Administrative Assistant will work closely with the Administrator and Technical Director of soccer on the everyday operations of the club and follow the direction of the Board of Directors.

Wage: $600/ month to start.

Reporting Relationship

Operationally, the Club Administrative Assistant interacts and reports directly with the Administrators and the Board of Directors

Responsibilities

• General office administration including incoming/outgoing phone, fax and email communications
• Direct specific enquiries to the concerned Director if needed
• Take registrations; handle cash, debit/credit transactions and forward all finances to the Treasurer
• Maintain online registration system
• Maintain adequate office supplies - ordering etc.
• Report to the board any registration refund requests that do not fall within our Refund policy and apply the boards direction to each situation; Keep a running total on registrations per season
• Enter registration into the CLSF, SSA, and CMSA systems
• Must be willing to drive to Calgary and area as needed for Club related business with paid mileage and time
• Provide scheduling, both in terms of divisional play as well as with the schedule of game officials, keeping the board up to date on scheduling and any scheduling concerns
• Manage telephone and email enquiries, most of which will either pertain to clarification on team assignments or general concerns. 
• Input Field Status by 9 am, 1 pm and 4 pm on weekends and 4pm on weekdays
• Maintain SSA’s profile on CMSA’s registration system 
• Assist Coaching Teams with administrative and organizational requirements.
• Coordinate the Club’s tournaments, playoffs, team windup party, team photos, coaching & referee clinics, REVS and update members and players via email and social media
• Assist with the set-up and co-ordination of coaches’ meetings, uniform distribution, officials’ clinic, etc.
• Oversee and coordinate officials, in regards to supporting and directing.
• The Administrator is to be available for tournaments and playoffs.
• Prepare agendas, attend board meetings, record meeting minutes, and distribute minutes after the meeting to all board members and meeting attendees.
• Inventory all soccer related supplies, including but not limited to player uniforms, soccer equipment, first aid supplies, ect.
• Replace any supplies that are running low, order new equipment as necessary (after obtaining Board approval), keep an updated inventory of all supplies.
• Launder and organize all team uniforms, inventory, and order replacements as required
• Put together all the coach bags (or work with the Equipment Director) and ensure that all items necessary are in the bag, and inventoried. Each Coach will sign out the bag and bag contents.

Qualifications

• An interest and knowledge of Soccer in general and within the Strathmore region would be considered an asset; however, training will be provided
• Proficient in MS Office programs including but not limited to MS Word, Excel, and Outlook; proficient in Google apps including but not limited to Docs, Sheets and Calendar
• Must have excellent verbal and written communication and interpersonal skills with a customer service focus and a professional and friendly rapport with the public
• Strong interpersonal skills with a customer service focus
• Ability to utilize computers and other communication tools, including Social Media
• Demonstrated detailed oriented management abilities and skills in organization, prioritizing and multitasking
• Strong knowledge of the Strathmore community
• Must have a valid Alberta Driving License
• The ability to work independently with minimal supervision and also as a team player.
• Strong computer skills - proficient in Microsoft Office.
• Be able to problem solve.
• Ability to work irregular hours, including the occasional evenings and weekends when required