School Event, Activity and Field Trip Coordinator

Job title

School Event, Activity and Field Trip Coordinator

Reports to

·       Dean of Students (DoS)

Objective of the position

·       To oversee school events, activities;

·       To coordinate school field trips in collaboration with the coordinators and DoS

Area of work

· Division

Academics

Team roles

· Team member

Communication Channels

With whom

Purpose / processes

Internal

· Academic Departments

· Functional Departments

· Faculty

· Stakeholders

· Plan and conduct events to promote school.

· Receive and confirm field trip requests and orders from teachers and coordinators.

· Collaborate with staff to know about the taught curriculum and its links to field trips and co-curricular activities.

· Attend bi-weekly/monthly meetings with DoS, coordinator/staff.

· Provide up to date extracurricular schedule.

· Provide support when needed.

External

· Agencies

· Build relationships with external agencies.

· Work with agencies to improve services.

Time split of main tasks (see below)

· Events

35%

· Field Trips

35%

· Co-curricular Activities

30%

100 %

Description of tasks (main / sub tasks)

The tasks listed below do not limit the responsibilities of the position. Additional tasks can be assigned according to the actual business demand.

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A/ Events

1

Planning

·       Develop event calendar in consultation with schools and departments

·       Carry out preparations for school events.

·       Work with different stakeholder to assure event happen as planned.

·       Partner with external agencies (if needed) to plan.

·       Organize sports and music competitions at school: swimming, basketball, soccer, badminton etc …in consultation with P.E departments

·       Write updates and news for Marketing department to upload on social media channels.

·       Develop budget, seek budget approval and program/ request preparation of facilities, supplies, rooms.

·       Be responsible for technical execution (sound and lighting) in relation to Academic events. 

2

Execution

·       Prepare event plan for each semester and summer session.

·       Contact stakeholders for desired location and arrange where possible a visitation to ensure child and staff safety in relation to potential risks.

·       In conjunction with different departments, teachers, schedule the event list.

·       Inform people involved of the upcoming events.

·       Make arrangements for the field trip.

·       Do surveys to improve the services.

B/ Field Trips

1

Planning

·       Plan field trips for each semester and summer session.

·       Receive and confirm orders from teachers and coordinators.

·       Ensure that field trips supplement classroom learning.

·       Contact desired location and arrange where possible a visitation to ensure child and staff safety in relation to potential risks. (Risk assessment)

·       Increase community involvement to enhance and connect field trips to align with the school’s curriculum.

·       In conjunction with the teacher, schedule the trip/participation list.

·       Inform the classroom teacher to send parent notices and make arrangements for the field trip.

·       Survey parents for potential partnerships.

2

Budgeting

·       Budget field trips for each semester and summer session.

·       Prepare trip budget statistics / budget updates / expense tracking to ensure spending cannot exceed budget.

·       Ensure accurate financial record keeping for audit and appraisal.

·       Develop budget, seek budget approval and program / request preparation of facilities, supplies, food, room, drinking water.

3

 Execution

·       Join all field trips with teachers and students.

·       Write a summary of the trip and send to Marketing department to upload on social media channels.

·       Provide trip statistics after each field trip.

·       Provide a summary of costs after the trip, photo invoices, and financial documents then submit to the audit department.

C/ Co-curricular Activities (CCAs)

1

Planning

·       Carry out the opening of periodic co-curricular classes (Semester I, II, and Summer).

·       Provide a survey before setting the list of co-curricular subjects.

·       Recruit teachers for after school activities.

·       Schedule subject, teaching schedule.

·       Notify teachers to register necessary classroom supplies.

·       Inform teachers to send teaching plan (at the beginning of each session).

Plan for investment and finance, implementing investment items according to the investment items of the fiscal year.

2

Implementation

·       Supervise and monitor the teaching, materials, and equipment.

·       Make sure that classrooms are ready for instruction.

·       Daily supervision of classes for timely support.

·       Provide an evaluation sheet for each student and each subject.

·       Provide a monthly teacher time count calculation, evaluation, and teacher attendance reminder.

·       Practice every month extra-curricular items for school / corporate events.

·       Organize and bring students to participate in sports competitions

·       Provide up to date evaluation of work, statistics, and expenses.

·       Provide a financial year report and evaluation.

General tasks: Support other departments when required; Support the school Events; Attend meetings, briefings; Attend events organized by SMint/NHG.

Required qualifications

Education

• University Degree

Experience (type)

·       At least two years of related experience.

Specific knowledge

• As per description of tasks, demonstrable during the application and interview stages

Other requirements  

• IT literate
• Highly effective communicator
• Highly organized and effective time manager

·       Good command of English