Athletics and Activities Administrative Associate

K-12 Athletics and Activities Administrative Associate
Start Date: May 17, 2026

Qualifications and Desirable Skills

Bachelors’ Degree is required, Master’s Degree preferred.
A minimum of 5 years of administrative experience in a fast-paced, service-oriented environment.
Expertise in travel coordination, including booking flights, managing itineraries, and preparing travel documentation.
Detail oriented, creative thinker and problem solver; handles unexpected issues efficiently and proactively.
Engaging and persuasive public speaker; comfortable presenting to families and leading informational sessions.
Strong marketing and communications/digital media background, including social media and website management, promotional content development, and digital design.
Exceptional organizational skills with the ability to manage multiple complex systems and deadlines.
Professional communication skills, both written and verbal.
High level of interpersonal skills, with the ability to work effectively with students, parents, staff, and external partners.
Strong understanding of confidentiality, data protection and child safeguarding policies.
Strong understanding of co-curricular programs, student activities, and school-based events.
Proficiency in digital tools such as design platforms (Photoshop, Adobe Suite, Canva, AI Graphic/Visual design tools), scheduling and SIS/CRM systems, and office software (Google Work Space, Microsoft Office).
Experience maintaining budgets, processing invoices, and tracking expenditures.
Ability to represent the school professionally in all public-facing interactions.
Ability to work on weekends, evenings (information nights), provides on-site support for tournaments and large-scale activities.

Reports to: Director of Athletics and Director of Activities

The Understandings, Skills, Values, and Mindset of the Athletics & Activities Administrative Associate are:

The Athletics & Activities Administrative Associate shall provide comprehensive support for the school’s athletics and activities programs. This individual is a point of contact for travel coordination, payment follow up, Athletics/Activities social media and Athletics website, and administrative operations that keep both Athletics and Activities programs running smoothly. The role calls for a proactive, self-directed individual who communicates with professionalism, maintains exceptional organizational systems, and engages confidently with AIS-R community members.

Administrative Operations:

Provides high-level administrative support to the Directors of Athletics & Director of Activities.
Assists with the operation and organization of athletics and activities programs.
Maintains accurate records, databases, and documentation for all athletics and activity programs and travel.
Manages office operations and serves as the central point of coordination for schedules, facility requests, and event logistics.
Processes invoices, purchase orders, receipts, and reimbursements.
Maintains budgets for departmental activities and track expenditures.
Oversees inventory and maintenance of uniforms, equipment, and materials.
Handles all operational and logistical needs for events, tournaments, and special programs.
Circulates and distributes athletic and activity information to administration.
Coordinates and actively supports tournament and event operations, overseeing all logistical details in collaboration with relevant departments.
Works with external activities providers and communicates registration and follows up on appropriate registration as per AIS-R/HR policies.

AIS-R Sports and Activities Travel Coordination:

Manage all travel arrangements for athletics, activities, and student trips (local, and international) Details below.
Coordinates all logistics related to EY-12 Week Without Walls program with divisions.
Book flights, accommodations, transportation, and coordinate visas (communicating with official channels, embassies and acquiring information to share with families).
Prepare comprehensive travel packages for coaches, students, and families.
Collect and manage documentation: passports, permissions, medical forms, emergency contacts.
Coordinate with security, facilities, finance, and external vendors to ensure seamless travel experiences.
Track travel budgets and reconcile all expenses

Activity Promotion, Marketing, and Digital Media:

Serves as a primary communicator between the Athletics & Activities Office and parents, students, and staff.
Develops clear and engaging written communications, manages Athletics and Activities websites/newsletters, and gathers updates from the Athletics and Activities teams.
Works closely with the Communications Design Manager to create large-scale marketing campaigns for sports/activities.
Works with Directors of Athletics and Activities, PTSO and Booster Club to promote AIS-R programs.
Co-plans and delivers parent information sessions on travel, safety, program expectations, and seasonal updates with the Director of Athletics and Director of Activities.
Manages and grows the department’s social media presence to showcase student activities and promote events.
Designs digital content, promotional materials, and visual assets for student activities/sports and announcements.
Ensures consistency in branding and messaging across all communications related to activities and athletics.

Parent, Student & Community Engagement:

Assists in leading community information nights, sports banquets, including speaking publicly to audiences in the absence of Directors.
Supports the communication of program expectations and updates clearly and consistently.
Serves as a warm, professional point of contact for parents and students.
Provides guidance, reminders, and support for families during travel seasons.
Maintains accurate parent contact information and ensure timely dissemination of information.
Supports the hosting and coordination of visiting schools and students during tournaments or events.

Miscellaneous Program Support:

Maintains records for each sport, club, and activity; comprehensive management of data and statistics.
Prepares rosters, attendance sheets, and season documentation.
Supports teachers, coaches, chaperones and department chairs with materials, logistics, and scheduling needs.
Assists during tournaments, school events, and high-traffic periods.

Accounting/Budgets:

Responsible for balancing and maintaining accurate records for EY-12 ASA and club accounts.
Organize all student and teacher-based travel.
Collect and deposit money with Finance Department for all ASA and Club accounts.
Allocate the appropriate GL#’s to the correct invoice.
Enter PO information into Odoo and EMS for all Athletic and Activities Departments annual orders.
Collect monies from students, prepare receipts and refunds.

Note: The responsibilities above will be reviewed at the end of the 2026-2027 school year and may see modifications with the introduction of the K-12 division of Activities and Athletics.

Terms of Employment:

Salary will be assigned from the Administrative Salary Schedule (CI); the contract term will be 210 days.
Work Hours: 8:00 am - 4:30pm/5:00 pm on Tuesdays
The role will include weekend work for tournaments, occasional evening and weekend travel to the airport and community information nights, and a schedule that accommodates the demands of both the Athletics and Activities calendars.
Position Type: Administrative Support Staff
Contract Status: Local Hire/Non-Sponsored Employee [must be spouse-sponsored for consideration]

Learning and Growth:

Performance will be evaluated in accordance with school policy by the designated supervisors.

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