Professional/ Administrative Positions

Swimming Coordinator and ECA (Special Programmes)

Posted 16/08/2023 04:10PM

CIS job description.



Swimming Coordinator and ECA (Special Programmes)



Sports and ECAs



Lakeside Campus

Reports To


Head of ECAs and Camps

Works Collaboratively With


Principal/ Vice Principal/ Teachers/ IT/ Communications/ Finance/ Facilities/ External Providers/Parents/Students

Assigns Task to / Supervises



KEY ACCOUNTABILITY (Main purpose of this job):

Reporting to the Head of ECAs and Camps, this role will be responsible for the end to end administrative process for the Swimming Extra Curricular Activities (ECA) classes and other special ECA programmes such as targeted ELL and language ECAs. The role will include management of the SchoolsBuddy registration system throughout the academic year, planning, communication, attending to enquiries, registration, management, logistics, safety and post-activity review. This role involves close partnership with multiple stakeholders including teachers, IT, Communications, Finance, Facilities (including maintenance and security), external vendors, parents and students.

RESPONSIBILITIES (Key areas of Responsibilities):

  • Responsible to assist with the operations of the SchoolsBuddy programme in accordance with budgetary guidelines and timelines and perform post programme evaluation.
  • Effectively promoting and managing the administration of the SchoolsBuddy scheme to achieve financial targets.
  • Assist with registration for intensive swimming classes during the holiday season and coordination of events.
  • Update coaches and homeroom teachers of the swimmers’ status on their training / ECA attendance status.
  • Utilize all forms of media, advertising and technology for optimal communication and promotions.
  • Communicate the line-up, room allocation and dismissal procedures to all relevant personnel promptly.
  • Ensure all swimming activities information are updated promptly. This includes the update reminders in CIS WAG/Connections.
  • Handle all queries, bookings and planning of all SchoolsBuddy programme activities.
  • Collaborate with Activities Coordinator to maintain homeroom reports throughout the year and inform teachers with any cancellation or new registration.
  • Ensure swimming assessments are scheduled 3 times per year and assist to supervise assessments as and when needed.
  • Update all assessment levels and information in the swimming database.
  • Be the key liaison person with parents ensuring they receive the latest update and information relevant to the SchoolsBuddy programme.
  • Collaborate with ELL lead to identify the potential students for ECA.
  • Be the key liaison person with ELL support team and Chinese ECA staff regarding all administration including staff coordination, advertising, dissemination of email and verify the respective teacher’s timesheet.
  • Ensure safety policies and procedures are adhered to at all times. This includes the safety of students during boarding of buses, during activities and after activities.
  • Be the key liaison person with external activity providers regarding creation of contracts, rates negotiation and evaluation of providers ensuring their activities and age appropriate and of high quality. This includes annual evaluation of each provider.
  • Collaborate with the IT team to generate a homeroom report for teachers at the start of the year.
  • Collaborate with the Activities team to ensure all swimming ECA logistics are arranged accordingly.
  • Collaborate with the Finance team on invoicing and payment of external activity providers.
  • Evaluate the annual Parent Questionnaire for planning and coordinating of new swimming ECA activities.
  • Ensure the optimal use of swimming facilities outside general school hours and blackout dates are adhered to.


  • Strong verbal and written communication skills including tact and diplomacy.
  • Ability to engage and motivate others.
  • Demonstrated organisational and time management skills; conducting tasks in a structured and logical manner.
  • Ability to work independently.
  • Proficient in IT skills and Google interface including Gmail, Google Docs, Sheets, Forms etc.

Disclaimer: The duties and responsibilities described above are not an exhaustive list and additional tasks and/or responsibilities may be assigned to you from time to time according to business demands. This job description may be amended at any time at the sole discretion of CIS.

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