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.
