Athletics & Activities Office Assistant (Ft)

3 weeks ago

Riyadh, 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 co-curricular 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 teacher-based 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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