Sports Administrator

About the role

This role involves close partnership with teachers and external providers.

Responsibilities (Key areas of Responsibilities):

Main tasks:

• Works collaboratively with the Athletics Director in creating a master schedule of Sports for each competitive season – timings, locations, teachers/vendors in charge, duration, practice schedule, Facility usage
• Works collaboratively with Athletics Director and Senior Management to secure coaching staff needs
• Managing a database of student registration for Sports and Sports Awards
• Update SchoolsBuddy as the main tool for scheduling and communication with regards to schedules and changes to schedules.
• Answering parents calls, emails and queries relating to Sports – logistics, waitlist enquiries, complaints, feedback etc
• Arrange ACSIS game schedules and friendly fixtures for all Teams each season
• Posting of game schedules on SchoolsBuddy and other communication platforms such as sports page on the website
• Send upcoming games schedule to Marcom weekly to ensure promotion of home games on WAG and TV monitors
• Share game schedule with Receptionists, Sports committee to ensure parents questions re sports game/venues can be answered correctly
• Communicate with nurses to ensure medical cover for all early morning sport trainings and late afternoon games
• Coordinate with all CIS coaches regarding game schedules, training schedules and bus reservations (SchoolsBuddy)
• Coordinate with Finance for payment of referees, officials and procurement of cash
• Weekly balance of referee payments and return of PCVs to Finance
• Booking and payment of external venues
• Reserve buses for away games and communicate bus details to coaches on a daily basis
• Submit game results to ACSIS convenors after each game
• Booking of Ambulance for Rugby games when CIS are to host
• Booking external venues when required for games where CIS cannot host with existing facilities
• Coordinate and arrange all purchase orders for Sports and Swimming related purchases
• Update SchoolsBuddy, My CIS as needed for Competitive Sports and Development teams and maintaining the changes of team members
• Management of all Sport equipment, storage facility keys
• Assist coaches with sport equipment for trainings
• Ensure courts, fields correctly set up for each game and age group
• Allocate equipment keys to coaches and ensure the return of each key at the end of each season
• Minor equipment maintenance as needed
• Occasional weekend work to support Athletics Director on CIS hosted sports events, ACSIS or Competitive Sport Hosting, Finals weekends
• Management all sport facility rentals. Liaises with Finance on facility rentals, external vendor’s provision of services and related fees/ rental collections.

Works with the Marketing and Communications Manager in the following areas:

• Provision of all Sports related information as ascertained by the Director of Sport to MARCOM for Sports website and all external communications according to MARCOM guidelines
• Alerting MARCOM of ongoing Sports related changes, communications, feedback and issues so that MARCOM can issue necessary advisories and/or be ready for responses
• Ensuring PDPA compliance with student and staff / coaching information

Works with Head of Facilities in the following areas:

• Liaise with Head of Facilities with respect to all Sports Facilities
• Communicate necessary repairs and upgrades to Head of Facilities when received
• Manages external Sport facility rentals

Others:

• Clear and accurate communication in all division offices and on My.CIS on the Sports schedules for Lakeside including any changes (eg Cancellations) where applicable
• Washing of sports attire and training equipment
• Maintain communication with bus company re late buses, late sports teams
• Attend 4 ACSIS meetings each year
• Co-create sports brochure for Orientation days
• Attend Coaches meetings at the beginning of each season to ensure new coaches aware of CIS procedures
• Support Athletics Director with seasonal prize giving ceremonies, awards events and coaches celebrations
• Create seasonal training schedules to ensure even distribution of facilities to all teams
• Create My.CIS team pages and ensure all information correct for applicable season of sport
• Submit team and player registration forms to ACSIS Convenors About you
• Prior experience of organising sporting events, administrative work and sports activities
• Ability to work independently
• Proficient in IT skills and Google interface including Gmail, Google Docs, Sheets, Forms etc

Requirements:

Prior experience of organising sporting events, administrative work and sports activities can be helpful, especially given that there is likely to be intense competition for a limited amount of jobs.

• Ability to work independently
• Proficient in IT skills and Google interface including Gmail, Google Docs, Sheets, Forms etc