Athletics & Activities Office Assistant (FT) [Saudi Arabia]

 

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.

$ads={1}

Criteria for Consideration (please read and confirm that you meet all criteria before proceeding with an application):

• Holder of a valid Saudi residence permit. (or Saudi National ID)
• For non-Saudi candidates, you must be under husband/wife sponsorship. (as a dependent)
• 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 department for all travel/hosting needs: bussing, security lists, data, schedules, etc.
• Coordinate food services for all tournaments.
• Assist and manage office during all AIS-R hosted tournaments.

HS Wellness, Health and Fitness Department Responsibilities

• Assist the HS Physical Education department chair with the management of the HS WHF program.
• Assist HS WHF teachers with management of: various equipment, forms, locks, locker rooms, clothing, etc.
• Assist in start-of-year and end-of-year procedures.
  

Terms of Employment:

Salary will be assigned from the Classified Salary Schedule (SEC); the contract term will be 200 days.

2023-2024 Annual Salary for the candidate who is selected for this role: SR 96,364.00 (non-negotiable)
Work Hours: 8:00 am - 4:30 pm (5:00 pm on Tuesdays)

Learning and Growth:

Performance will be evaluated in accordance with school policy by the designated supervisor.

$ads={2}

 

.