Administration Executive

UWCSEA Dover is seeking an Administration Executive (Activities) to start from March 2025.

The Administration Executive (Activities) is a vital member of the UWCSEA Sports and Activities department, contributing to the seamless operation and success of the school’s extracurricular offerings. This role is ideal for a passionate, energetic, and enthusiastic individual who is eager to support and enhance the after-school activity programs at UWCSEA Dover. The position requires a dynamic professional who is committed to providing exceptional administrative support, ensuring that all activities run smoothly and efficiently.

In addition to supporting after-school programs, the Administration Executive will also assist with event planning, managing inventory, and overseeing key administrative tasks related to the College Internal Management System (CIMS), ensuring accurate reporting, budgeting, and communication. With a flexible, solution-oriented mindset, this role is perfect for someone who thrives in a fast-paced environment and is dedicated to fostering a positive and enriching experience for students involved in activities outside of the classroom.
- Working Hours
- Monday to Friday -9am to 6pm (inclusive 1hr Break)

Main Responsibilities

The Administration Executive (Activities) will be responsible for the administration of all midweek activities and supporting the Activities manager in handling daily operations, finance matters & communication. The incumbent should have a positive attitude, proactive, and comfortable working with students, parents, and staff of all ages. This role will report to the Activities Manager.
- Overseeing and Coordinating After-School Activities: Facilitate and manage daily midweek after-school activities, ensuring smooth operations and effective delivery, including those for MUN, Debate, Cricket, Sailing and Chess teams.
- Administrative Management:

- Manage the College's Internal Management System (CIMS), including tasks such as loading new activities, allocating and withdrawing students, processing updates, handling outstanding payments, generating reports, tracking attendance, and preparing for seasonal sign-ups.
- Handle administrative duties such as responding to phone calls related to activities, tracking student attendance, managing inventory, processing student and instructor payments, handling refunds, managing IEC payroll, arranging meetings, and preparing activity budgets.
- Administer and manage local and overseas trips, including those for MUN, Debate, Cricket, Sailing and Chess teams.
- Schedule and coordinate friendly games, competitions, and events for school teams.
- Assist in planning and managing the activities season calendar, ensuring efficient scheduling and coordination. Handle venue bookings and equipment for all activities, events, and programs to ensure resource availability and proper arrangements.
- Collaboration with Activity Manager: Work closely with the Activity Manager to monitor the P&L of individual programs, evaluate coach ratios, determine pricing for programs, explore new program opportunities, and expand existing ones.
- Website and Microsite Management: Oversee and update the Activities microsite and Activities Council webpage to ensure accurate and current information is available.
- Operational Oversight: Observe all activity programs to provide feedback on external instructors' delivery and gather parent feedback for program improvement.
- Supervision Staff Management: Oversee the rostering of supervision staff for activities.
- Instructor Onboarding: Manage the onboarding process for new instructors, including IEC or ECS staff, present instructor expectation briefings, update current instructors' information on CIMS, and handle offboarding for departing instructors.
- Inventory Management: Maintain and manage the inventory of equipment for the activity department, ensuring resources are adequate and well-maintained.
- Internship Mentoring: Oversee and mentor internship students, providing guidance, support, and opportunities for professional development within the activities department.
- Overseeing and facilitating Holiday Activity Programme (HAP) during school holidays
- Assist with any other duties, tasks or jobs with similar levels of responsibility and complexity to the assigned job grade as may be reasonably requested by the line manager and/or the College

Person Specifications
- Diploma / Degree in Sports Management or certificate or the equivalent
- Administration experience regarding sports and/or activities programming and events management
- 2-4 years of administration experience
- 2 years Experience in the Sports and/or Activities Sector
- Accountability: Willingly and appropriately goes beyond the scope of one’s job to get the work done and meet commitments made to others.
- Collaboration: Actively participates in meetings by providing input, expressing opinions, and offering solutions; ensures that others have an oppo