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.

Reporting to

Director of Athletics and Director of Activities.

Understandings, skills, values and mindset

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.

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 - 4:30 pm/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.

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.