Clubs & Activities Scheduling Coordinator (7 Months)

If you are interested in the position, please apply directly to our Application Tracking Application (https://shorturl.at/Rr77b) so our recruitment committee is able to view your application. Any application submitted to this post might be invisible to the recruitment committee.

Cognita Schools are committed to safeguarding and promoting the welfare of children and young people and expects all staff, volunteers and other third parties to share this commitment. Safer recruitment practice and pre-employment background checks will be undertaken before any appointment is confirmed.

Position Objective:

The Clubs & Activities Scheduling Coordinator is responsible for three main domains.

● Management and delivery of the school’s Before & After School Activities programme at the Primary Campus

● Project manager of the Co-Curricular School booking system (School Buddy) in relation with the IT Department and support all co-curricular teams in the use of the system.

Responsibilities:

The Clubs & Activities Scheduling Coordinator works in collaboration with the divisional Vice-Principals, the Co-Curricular Manager and the Athletic & Activities Directors.

The Academic & Activities Scheduling Coordinator will perform a full range of duties, including but not limited to:

1. Before & After School Activities for the Primary campus

● Lead and sUpervise the administrative tasks for After School Activities that inclUdes bUt is not limited to

- ensUring that all ASA activities are linked to the School Vision, Mission and ValUes

- tracking of teacher contribUtion, inclUSive approach to the sign Up of stUdents into activities, create, distribUte and collect materials related to after-school activities

- designing the programme and activities offered

- commUnicating with parents and staff regarding ASA

- providing content to the CommUnications team to celebrate the ASA programme as a key element of the ISHCMC experience on the Rhino HUb, via the School Newsletter or website

● CommUnicate with parents and stUdents on an ongoing basis throUghoUt each season to ensUre participation and address concerns

● SUpport in planning and organizing a variety of edUCational and recreational activities for stUdents based on stUdent interest, and availability of facUlty & oUtside instrUCtors/programmes

● Manage the Internal and OUtside Providers

- source internal teachers to run ASAs

- source outside providers into the programme ensuring that they complete Cognitia Safeguarding training and follow Cognita child protection policies and procedures. (admin support needed)

- organize contracts and fee strUCtUre; verify enrollment; verify that appropriate fee(s) have been collected for all stUdent participants.

- perform regUlar ongoing check-ins and monitor teachers and oUtside providers to ensUre that they are providing a high-qUality service to the commUnity

● In collaboration with the Co-Curricular manager

- Provide content about ASAs for the co-curricular handbook and make sure the information is Updated regUlarly and available on the ISHCMC website

- Participate and contribute to any meetings related to co-curricular activities (internal or external)

● Manage Clubs and Activities attendance following the school safeguarding policy

- Manage Clubs and Activities attendance by recording the names and contact details of all participants and staff

- Report any concerns or incidents to line manager

● Support the co-curricular manager in the potential extension of ASAs for EE children including after-school day care service.

2. Managing the Activities and Clubs module on Schoolbuddy

● Conduct testing activities to verify if the system meets the user requirements and follows the design specifications

● Collaborate with the IT team on developing, debugging, and deploying the system using agile methodologies

● Work with the vendor to customize and integrate the system with existing applications and ensure compatibility with user requirements

● Fill in the required fields with the name, description, schedule, location, and contact information of each club or activity including the documents or image supporting the submission.

● Collaborate with IT on developing and updating the system guideline for different audiences: internal staff, parents of students

● Provide training sessions and materials to help them understand and follow the system guideline.

● Act as the support contact for all other internal activities providers (athletic teams, visual, music and performing arts teams, Service teams) in the use of School Buddy.

● To ensure that internal and outside providers can access and use the system effectively, the Clubs & Activities Scheduling Coordinator, in collaboration with the IT team and the co-curricular manager, makes sure that all providers are receiving the following support:

- 1 system account for each outside provider, which allows them to log in, to view the student list and do the attendance tracking

- a comprehensive guideline for outside providers to understand how to use the system

- Training: 1 video training session for outside providers along with face-to-face training.

The job responsibilities are open to change based on the needs of the School and other duties as assigned by the HoS.

The job holder’s responsibility for promoting and safeguarding the welfare of children and young persons for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Child Protection Officer/Designated Safeguarding Lead or to the Head of indeed to the Regional CEP so that a referral can be made accordingly to the relevant third part services.

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Position Requirements

● Ability to communicate, interact and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds. Willingness to contribute to cultural diversity for educational enrichment.

● Ability to work with students and parents with diverse backgrounds and abilities.

● Proactive and meticulous eyes for detail to problem solve, to pre-empt potential conflicts, and deal with the outcome making rational and fair decisions.

● Ability to problem-solve and think critically

Qualifications

Education and Skills

● Graduate degree (Preferable)

● Strong English language Skills

● Strong Vietnamese language Skills (Preferable)

● Knowledgeable in the use of timetabling and student management systems such as; Powerschool, SEQTA

● Proficient in using Google forms, Excel, Adobe, PowerPoint, etc

Experience

● At least 3 years of work experience at an International School would be preferred.

● Experience or prior knowledge of running and activities programs in an education context.

● Proven track record in institutional timetabling management and general administration

● Proven ability to work successfully with specialist software

● Track record of timetable creation reflected in design and delivery