UWCSEA Dover is seeking an Administration Executive (Activities) to start from March 2025.
The Administration Executive (Activities) is a vital member of the UWCSEA Sports and Activities department, contributing to the seamless operation and success of the school’s extracurricular offerings. This role is ideal for a passionate, energetic, and enthusiastic individual who is eager to support and enhance the after-school activity programs at UWCSEA Dover. The position requires a dynamic professional who is committed to providing exceptional administrative support, ensuring that all activities run smoothly and efficiently.
The Administration Executive will play a pivotal role in the day-to-day management of a wide range of activities, from coordinating logistics and scheduling to managing communications with parents, students, and instructors. This position demands strong organizational skills, attention to detail, and a proactive approach to problem-solving, as well as the ability to work both independently and collaboratively with colleagues across the school. The successful candidate will be driven by a passion for working with young people, ensuring that each student has the opportunity to engage in enriching and well-organized extracurricular activities.
In addition to supporting after-school programs, the Administration Executive will also assist with event planning, managing inventory, and overseeing key administrative tasks related to the College Internal Management System (CIMS), ensuring accurate reporting, budgeting, and communication. With a flexible, solution-oriented mindset, this role is perfect for someone who thrives in a fast-paced environment and is dedicated to fostering a positive and enriching experience for students involved in activities outside of the classroom.
Working Hours: Monday to Friday - 9am to 6pm (inclusive 1hr Break)
Main Responsibilities
* Overseeing and Coordinating After-School Activities: Facilitate and manage daily midweek after-school activities, ensuring smooth operations and effective delivery, including those for MUN, Debate, Cricket, Sailing and Chess teams.
* Administrative Management:
o Manage the College's Internal Management System (CIMS), including tasks such as loading new activities, allocating and withdrawing students, processing updates, handling outstanding payments, generating reports, tracking attendance, and preparing for seasonal sign-ups.
o Handle administrative duties such as responding to phone calls related to activities, tracking student attendance, managing inventory, processing student and instructor payments, handling refunds, managing IEC payroll, arranging meetings, and preparing activity budgets.
o Administer and manage local and overseas trips, including those for MUN, Debate, Cricket, Sailing and Chess teams.
o Schedule and coordinate friendly games, competitions, and events for school teams.
o Assist in planning and managing the activities season calendar, ensuring efficient scheduling and coordination. Handle venue bookings and equipment for all activities, events, and programs to ensure resource availability and proper arrangements.
* Collaboration with Activity Manager: Work closely with the Activity Manager to monitor the P&L of individual programs, evaluate coach ratios, determine pricing for programs, explore new program opportunities, and expand existing ones.
* Website and Microsite Management: Oversee and update the Activities microsite and Activities Council webpage to ensure accurate and current information is available.
* Operational Oversight: Observe all activity programs to provide feedback on external instructors' delivery and gather parent feedback for program improvement.
* Supervision Staff Management: Oversee the rostering of supervision staff for activities.
* Instructor Onboarding: Manage the onboarding process for new instructors, including IEC or ECS staff, present instructor expectation briefings, update current instructors' information on CIMS, and handle offboarding for departing instructors.
* Inventory Management: Maintain and manage the inventory of equipment for the activity department, ensuring resources are adequate and well-maintained.
* Internship Mentoring: Oversee and mentor internship students, providing guidance, support, and opportunities for professional development within the activities department.
* Support with IEC Interviewing and Recruitment: Assist in the recruitment process for instructors, including interviewing candidates, managing IEC contracts, and ensuring all onboarding documentation is in place.
* Overseeing and facilitating Holiday Activity Programme (HAP) during school holidays.
* Assist with any other duties, tasks or jobs with similar levels of responsibility and complexity to the assigned job grade as may be reasonably requested by the line manager and/or the College.
Person Specifications
* Diploma / Degree in Sports Management or certificate or the equivalent.
* Administration experience regarding sports and/or activities programming and events management.
* Experience with budgeting/bookkeeping and proficiency with Google Email and Drive; include basic Google programmes such as Sheets, Docs, Slides, Sites, and Forms will be an advantage.
* 2-4 years of administration experience.
* 2 years Experience in the Sports and/or Activities Sector.
* Accountability: Willingly and appropriately goes beyond the scope of one’s job to get the work done and meet commitments made to others.
* Collaboration: Actively participates in meetings by providing input, expressing opinions, and offering solutions; ensures that others have an opportunity to voice their thoughts.
* Resiliency: Adapts quickly to competing demands and shifting priorities, and modifies viewpoints and direction in light of new information.
* Customer Focus: Takes the extra step to anticipate customers’ needs and immediately takes action to resolve breaks in service or mistakes to satisfy customers.
* Problem Solving: Proactively takes on additional assignments to stretch own capabilities and contributes to overall team performance levels.
* Highly organized and detail-oriented, with a strong focus on accuracy.
* Able to work effectively both independently and within a team environment.
* Proactive and adaptable, with a strong ability to take initiative.
* Passionate about working with children, with excellent written and spoken English skills.
* Proficient in Microsoft Word, Excel, and PowerPoint, with working knowledge of both Windows and Mac platforms, Google Suite, and collaborative tools like Google Calendar and event planning software.
* Quick learner, able to easily grasp new skills and procedures with minimal instruction.
The UWC Mission is to make education a force to unite people, nations and culture for peace and a sustainable future. We are committed to creating a community in which all members feel safe and secure, and know that their authentic selves and individual differences are accepted with respect and care. At UWCSEA, we acknowledge that diversity, equity, inclusion and justice (DEIJ) is an ongoing and evolving process and strive to create and sustain a sense of belonging for all members of our community, past, present and future. All qualified applicants, including those who identify as a part of marginalized group(s) and individuals with (dis)abilities are all encouraged to apply. Our school is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices and all appointments are subject to interview, satisfactory references, identity and criminal record checks.
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