Sports Administrator

Key accountability (Main purpose of this job):

Reporting to the Athletics Director, this role will be responsible for the end to end administrative and operational process of the athletic programmes throughout the academic year. This includes budgeting, planning, communication, management, logistics, safety and facilitation of activities. 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 

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.

Entry without a relevant degree or foundation degree may be a possibility, though you will need to get plenty of work experience in an administrative capacity with sporting organisations before applying for entry-level positions.

• Ability to work independently

• Proficient in IT skills and Google interface including Gmail, Google Docs, Sheets, Forms etc