High Performance

6 days ago

Singapore Singapore Baseball and Softball Association Full time
Roles & Responsibilities

Job Description

The High Performance & Pathway Executive plays a crucial role in supporting the operations of SBSA by handling administrative tasks, accounts, and bookkeeping matters. This position ensures that financial records are properly maintained and supports the High Performance & Pathway Manager in preparing documentation for the outsourced accountant.

Reporting Structure

This position reports directly to the High Performance & Pathway Manager and works closely with the General Manager and other key stakeholders.

Key Responsibilities

1. Leadership

  • While the High Performance & Pathway Executive primarily supports operational tasks, they are expected to demonstrate leadership by ensuring the smooth execution of administrative functions across SBSA's operations.
  • Assist in implementing HQ-related SOPs and policies, ensuring that records, communications, and day-to-day administrative tasks are handled accurately.
  • Provide administrative support across departments, ensuring that all aspects of HQ operations run smoothly and that staff have the support they need to meet their objectives.
  • Provide logistical and administrative leadership by managing registrations, scheduling, and communication with athletes, coaches, and external stakeholders.
  • Ensure that administrative processes related to HPE and Pathway Development are well-organized and support the overall success of these programs.
  • Demonstrate proactive leadership by identifying areas for process improvement in HQ operations, and propose solutions to the Manager.
  • Lead efforts in ensuring administrative compliance with SOPs and Policies, providing updates and feedback to the Manager and General Manager.

2. HQ Management

  • Assist the Manager and General Manager by maintaining records, documentation, and databases that support the newly developed SOPs and policies.
  • Ensure that administrative tasks, such as filing, correspondence, and meeting coordination, adhere to the frameworks established by the SOPs.
  • Help manage logistical support for the implementation of SOPs, ensuring that the necessary tools, forms, and procedures are accessible and properly utilized by staff.
  • Provide feedback to the Manager and General Manager on any practical challenges encountered in executing the SOPs and help to address these in a timely manner.
  • Ensure that HQ staff members are informed about updates or changes to policies and assist in training or onboarding efforts related to these frameworks.

3. Finance and Regulatory Compliance & Reporting

  • Assist with generating receipts and invoices, documenting donations and sponsorships, and ensuring that all financial documents are prepared correctly for the accountant.
  • Support the preparation of pre-event and post-event Event Management Statement (EMS) reports (i.e. a P&L document) for council approval.

4. High Performance

  • Assist in the coordination of training camps, competitions, and team logistics, including managing travel arrangements and equipment distribution.
  • Maintain records of team activities, performance metrics, and competition results.
  • Assume the role of Team Manager for overseas training and competitions as required.

5. Pathway Development

  • Support the administration of youth academies and learn-to-play programs, managing registration, communication with participants, and the scheduling of activities.

6. Event Management

  • Assist in the organization and execution of SBSA's events by handling registration, venue bookings, and logistics coordination.
  • Provide on-site event support to ensure smooth execution of logistical aspects, including volunteer management.
  • Help prepare and manage the Event Management Statement (EMS) for each event, ensuring proper documentation before and after events or overseas trips.

7. Facilities (Jurong Softball Field)

  • Assist in managing the facility bookings and day-to-day cleanliness of both the skinned and synthetic diamonds, the batting cage, and surrounding areas.
  • Help coordinate general electrical and logistical management, such as assisting with scheduling maintenance services for electrical systems and minor facility repairs.
  • Manage the inventory of maintenance supplies (rakes, cleaning materials, etc.) and ensure that all necessary equipment is available for the Manager and external vendors.
  • Support the Manager by keeping track of maintenance schedules and updating logs for completed tasks.
  • Handle administrative tasks related to the facility, such as keeping records of service contracts, scheduling external vendors for grass cutting, and handling minor logistical tasks as needed.

8. Capability and Coach Development

  • Assist in the coordination of officiating (umpires and scorers) training sessions, handling administrative tasks such as registration, communication, and scheduling.
  • Support the volunteer programs by maintaining an up-to-date database of volunteers, assisting with recruitment, and organizing training sessions.
  • Help manage documentation related to officiating and volunteer development, including tracking certifications and progress reports.
  • Provide logistical support for SG-Coach Curriculum Development, such as organizing materials, setting up meetings, and assisting with curriculum documentation.
  • Handle administrative tasks for certification courses and coaching workshops, including managing participant registrations, preparing materials, and coordinating with instructors.
  • Maintain records of coaching certifications and workshop attendance, ensuring that data is easily accessible for reporting and review purposes.

9. Fundraising

  • Support fundraising events by managing logistics such as registration, venue bookings, and donor communications
  • Maintain SBSA's donor database and ensure accurate recording of contributions
  • Assist in crowdfunding initiatives by handling administrative aspect

This job description is not to be regarded as exclusive or exhaustive and you will be working hand-in-hand with the High Performance & Pathway Manager on the portfolios. It is intended to serve as a synopsis of the scope of work and shall be amended accordingly, based upon the changing needs of the organisation needs.

Requirements

  • Relevant tertiary qualification – at least a Higher Nitec certificate in Sports Science, Sports Management or similar
  • Excellent written and verbal communication skills with the ability to engage with diverse stakeholders
  • Strong organizational and time management skills, with the ability to work independently and under minimal supervision
  • Prefer at least 2 years of relevant working experience (Prior experience in NSA will be an advantage).
  • Strong interpersonal skills with a collaborative and resourceful approach to problem-solving
  • A team player who is resourceful, adaptable and able to perform key tasks under assigned timelines
  • Able to travel overseas and to the National Training Centre when required
  • Have a passion for sports

This is a full-time position that requires extended hours and weekend work at times. Flexible work arrangements would be made if necessary.

Tell employers what skills you have

Athlete Development
Microsoft Office
Ability To Work Independently
Interpersonal Skills
Administration
Highly Adaptable
Event Management
Administrative Support
Facility Maintenance
Team Player
Sports Management

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