The posting
Overview
This position is primarily responsible for providing logistical support to the Activities/Athletic Directors. This position requires the ability to complete varied and complex office duties, sometimes working under pressure. The associate often gives the first impression of the office thus, an outgoing, helpful, pro-active and enthusiastic personality is required. It is expected that the associate will assist other faculty/staff/students/parents as necessary and as workload permits.
We are looking for a candidate to join in July 2027.
Responsibilities:
General Administration & Communication
- Represent the school and department to the public, parents and students with a cheerful, relaxed and respectful personality regardless of the situation.
- Provide logistical support to the Activities & Athletic Directors.
- Provide support (communication/assistance) to coaches, sponsors and students in relation to their chosen activity.
- Assist AD office with the maintenance of schedules and other communication platforms such as on websites, posters, daily bulletins and social media.
- Maintain strict confidentiality of all personnel matters.
Events & Logistics
- Support with the setup and running of events such as regular contests, meetings, awards ceremonies, signature community events (e.g. Friday Night Lights, weekend tournaments, ACSIS Championships, IASAS events).
- Support SAS awards nights.
- Assist in details pertaining to IASAS events and exchanges that are to be held at SAS.
- Send bus booking communication to the bus office and arrival information to security.
- Liaise with the IT Department for tech needs for activities.
- Flexibility with work hours when required for some events, games, performances on later afternoons, evenings and weekends.
Facilities & Scheduling
- Coordinate all facilities bookings for the current and upcoming school year.
- Publish facility booking requests into venue-specific Google calendars.
- Prepare the weekly schedule of all facilities to be shared during the facilities meeting.
- Liaises with the Facilities Department for set-up custodial services.
Equipment & Uniform Management
- Lead the management of uniforms – handing out, collecting, washing/drying/storing with support from the Activities & Athletics Directors and other team members.
- Facilitate the distribution of uniforms to athletes and participants at the beginning of each season.
- Support in the research, selection, and purchase of equipment in accordance with the budgetary guidelines.
- Evaluate equipment needs for different sports/activities and coordinate with coaches to meet specific requirements.
- Develop and maintain a comprehensive inventory system for all equipment.
- Conduct regular audits and assessments of inventory levels, ensuring accurate records and identifying areas for replenishment or reduction.
- Monitor and track equipment usage to determine replacement needs and prioritize purchases accordingly.
- Implement routine maintenance schedules for all equipment to ensure safety and longevity.
- Coordinate repairs or replacements of damaged equipment and collaborate with appropriate vendors or specialists.
- Perform inspections on a regular basis to identify and address potential safety hazards.
- Facilitate the distribution of equipment to coaches, athletes and participants at the beginning of each season.
- Establish a system for collecting and inventorying uniforms and equipment at the end of each season.
- Work closely with coaching staff to address any equipment-related concerns and facilitate timely returns.
- Ensure that all equipment meets or exceeds safety requirements set by relevant governing bodies.
Operations, Records & Compliance
- Maintain all records and demographics for etc. in a well-organized and accessible manner.
- Generate reports as needed for budget reviews, audits, and program evaluations.
- Assist with work requests and work orders for the department.
- Provide “Lost & Found” services in the office.
- Assist in the preparation of Athletic Contracts and the Athletic Handbook.
- Ensure compliance with all school’s policies and procedures as related to the job responsibilities of this position.
The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor.
Qualifications and Attributes Required:
- Diploma from a recognised polytechnic in Singapore, or equivalent
- Excellent organizational and office management skills
- Demonstrates competence in computer applications for the Google suite along with an interest in learning new applications
- Excellent interpersonal skills and ability to handle multiple responsibilities and priorities concurrently
- Ability to work in a fast paced and sometimes high pressure environment
- Good English communication skills, both written and oral
- Positive work attitude and initiative
- Ability to work cooperatively and provide assistance as necessary to other team members
