Athletics & Activities Office Assistant (Ft)

2 weeks ago

Riyadh, Ar Riyāḑ, Saudi Arabia American International School - Riyadh Full time
The American International School - Riyadh is seeking for the position of Athletics & Activities Assistant. The criteria below must be met to be considered for this role.

  • Holder of a valid Saudi residence permit. (or Saudi National ID)
  • Proficient in both English and Arabic.

Qualifications:

  • Strong interpersonal skills.
  • Proficiency in English and Arabic Languages.
  • Ability to communicate successfully with students and teachers.
  • Appreciation for cocurricular activities.
  • Exemplary organizational skills.
  • Accounting and budget experience.
  • Secretarial experience.

Reports to:

Director of Athletics & Activities.

The Understandings, Skills, Values, and Mindset of the Athletics/Activities Administrative Assistant are:

Accounting/Budget:

  • Responsible for balancing and maintaining accurate records for the HS ASA accounts.
  • Responsible for balancing and maintaining accurate records for all HS Club accounts.
  • Update all HS Club accounts at the end of each quarter.
  • Responsible for balancing and maintaining accurate records, as well as budget preparation and tracking for HS accounts.
  • Organize all student and teacherbased travel.
  • Maintain a balance sheet for all of the HS ASA accounts.
  • 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 the Front End Program for all HS Physical Education and HS Athletic Department annual equipment orders.
  • Collect monies from students, prepare receipts and refunds.
  • Assist Learning Office with annual budget planning and ordering within individual HS Departments.

Travel Responsibilities:

  • Contact travel agent for all flight bookings, travel details.
  • Coordinate with Facilities Department for all local transportation requirements.
  • Create drop off and pick up schedules for facilities department.
  • Prepare coach's information package for all national and international travel.
  • Individual student athlete information packets: medical release form, parent permission forms, copy of passport, copy of IQAMA.
  • Prepare passports and tickets with corresponding identification tags.
  • Prepare emergency contact number phone list.
  • Obtain appropriate forms and monies for coaches per diems.
  • Collect travel telephone.
  • Collect First Aid Kit for each trip.
  • Obtain appropriate money for students registration fees from Finance.
  • Contact embassies for travel and visa requirements.
  • Prepare visa information packages for all international club and athletic trips.
  • Provide student passport information for travel agent and embassy.
  • Serve as assistant program manager for Week Without Walls.
  • Enter student activities into Skyward.
  • Inform HS and MS about students attending events. (Out of Class notices)
  • Prepare Travel Reminder for each trip.

Office Duties:

  • Office management responsibilities.
  • Circulate and distribute athletic and activity information to administration.
  • Supervise girls' locker room.
  • Prepare/submit work orders related to HS WHF and HS Athletic Department.
  • Provide HS WHF and HS Athletic Department information to all students and faculty.
  • Issue equipment to students.
  • Oversee maintenance of the HS WHF clothing. (wash & storage)
  • Oversee maintenance of the Athletic Department uniforms. (wash & storage)
  • Coordinate food services for all Athletic and WHF Department functions.
  • Coordinate all facility requirements for club events planned.

HS ASA Responsibilities:

  • Assist the Athletic Director in the management and organization of the HS athletic & activity programs.
  • Maintain athletic department equipment inventory.
  • Maintain a detailed file for each sport season and each international sport trip, including registration forms, visa information, contact information, etc.
  • Assist in preparation of all registration/permission forms for each sport team.
  • Generate team rosters with athlete emergency information for each coach.
  • Generate attendance forms for each sport team.
  • Distribute and collect coaches' keys.
  • Oversee replenishment of Athletic Department forms, handbooks, etc., before each sport season.
  • Maintain individual student athlete files for the entire academic school year.
  • Prepare Facility Request forms for all HS ASA activities.
  • Prepare checklist for AD to ensure all student athlete forms are submitted.
  • Prepare coaches' handbook package for each coach.
  • SAIKAC Tournament Housing (hosting and travel)
  • Create database for AIS-R student housing information.
  • Parent names, emergency contact numbers, residence, residence phone number, nationality, medical concerns, dietary restrictions.
  • Generate parent information letters for AIS-R student distribution regarding host family and visiting student information.
  • Send hosting information to visiting schools.
  • Generate hosting information for AIS-R students when traveling.
  • Communicate with security and facilities de

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