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Professional/ Administrative Positions

Activities and Camps Executive

Full-Time
Posted 07/03/2019 11:14AM

CIS job description.

Designation:Activities and Camps Executive 
Division / department:Activities and Camp Department
Location:Lakeside Campus 
Reports to:Head of Activities and Camps 
Works collaboratively with:MARCOM, Admissions, Facility, Finance, Holiday Camp Principals, External Vendors and Providers

Key accountability (Main purpose of this job):

Using strong initiatives and thoroughness in planning and execution skills, to support and coordinate the operational processes relating to the Holiday Camps and Activities programmes. These include the launch, enrolment, marketing, logistics and communication. Admin support is also required for the Secondary Foundation Programmes.  

Responsibilities (Key areas of Responsibilities):

Holiday Programmes

Lakeside

  • Attend to enquiries (emails, phone, visits) for the holiday programmes
  • Administration of enrolment
  • Assist in Camp preparation (Welcome emails, class lists, attendance, contact, bus list, signages)
  • Provide admin support during Camp
  • Admin support for teachers in classroom supplies
  • Netsuite uploading
  • Camp t-shirt ordering
  • Source for new vendors and collate quotation and submit POs
  • Gift and prize ordering for camp activity
  • Printing lanyards and certificates
  • Email Housekeeping and maintenance support
  • Ops Central Hotline, daily log on and follow up
  • Track late payment and contact parents accordingly
  • Email to ask for support staff assistant
  • Field Trip vendor assistance
  • Raise petty Cash
  • Sodexo lunch and snack arrangement where necessary
  • Prepare camp t-shirt for all students
  • Prepare camp baskets for teachers
  • Assist to attend to parents and tour leaders (overseas groups)
  • Correspondence with agents

TK

  • Attend to enquiries (emails, phone, visits) for the holiday programmes
  • Administration of enrolment
  • Raise petty cash for field trip
  • Field Trip vendor
  • Track late payment and contact parents accordingly
  • Printing certificates and lanyards before Thursday morning in a timely manner

Activities Lakeside

  • Collate master Gymnastics list at the start of the school year and share with teachers
  • Keep Gymnastics list updated and liaise with vendor and homeroom teacher if there are any changes
  • Remind teachers of any changes to the gymnastics schedule
  • Remind Gym with Me of any blackout dates with plenty of notice
  • Assist with Gymnastics lineup after school daily and assist with general Activities queries
  • Coordinate parent and staff ECAs and liaise with vendor directly. Assist with parent enquiries and prepare google sign up documentation
  • Oversee SOP folder implementation for After School Activities and daily logistics.
  • Assist with Activities competition and championship registration for Chess and Taekwondo.
  • General admin tasks for Activities.

Secondary School Foundation programme

  • Filing: monthly
  • Student Records: update at the end of each term
  • Attendance: monthly
  • Events: Orientation and experiential learning
  • APTIS: monthly

Ad Hoc duties for all of the above are also applicable. Please be flexible to support when needed.

 Requirements:

  • Minimum Diploma in any discipline
  • Must be fully proficient in using MS Word and Excel
  • Experience using data management systems and some degree of customer service
  • Must have excellent organizational skills and meticulous attention to detail; must have excellent communication and interpersonal skills
  • Independent, as well as team player, responsible and initiative
  • Must be proficient in Mandarin as this job requires to interact with Chinese speaking parent.
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