Academic and Activities Scheduling Coordinator

Position Objective:



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

● Providing administrative support in the development of the school academic timetable

● Management and delivery of the school's Before & After School Activities programme

● Providing administrative support for Educational Visits, Overseas Travel & Education Outside of the Classroom



Responsibilities:

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



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



Academic Scheduling

● Support the DHoS to document the annual action plan, FTE analysis, loading provisions and curriculum map.

● Support the DHOS to produce reports and information based on forecasts, the impact of student enrolment and programme structures

● Complete the entry and coding of staff, rooming, subject coding in the timetable software

● Manage student elective data and data within the timetable software

● Support the review of the completed timetable for clashes and support solution finding

● Oversee the administrative support staff in each division to input students data and electives to ensure accuracy and timely delivery of the timetable

● Collaborate with the Registrar to ensure accurate records and data entry into the timetable

● Seeks solutions and problem-solves in collaboration with the DHoS, Principals and Vice Principal

● Cleary document decisions and allocations through the process of constructing the timetable



Before & After School Activities Scheduling :

● Lead and supervise the administrative tasks for BSA / ASA - Before & 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 BSA/ASA

○ providing content to the Communications team to celebrate the BSA/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 quarter 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

● Outside Providers

○ source outside providers into the programme ensuring that they complete Cognitia Safeguarding training and follow Cognita child protection policies and procedures.

○ organize contracts and fee structure; verify enrollment; verify that appropriate fee(s) have been collected for all student participants.

○ monitor outside providers to ensure that they are providing a high-quality service to the community

● In collaboration with the Athletic & Activities Director

○ support the management of the ASA budget in accordance with finance policies and procedures

○ perform regular ongoing check-ins with teachers running ASA's to support in their roles and help to

○ foster good school-community relations by keeping the community aware of and responsive to the Activities program.

○ ensure the BSA/ASA booklet is updated regularly and available on the ISHCMC website

○ at the start of each ASA cycle, in collaboration with the Athletic & Activities Directors run staff information sessions and student meetings/expos to promote activities



Athletics Programme Support:

Support the Athletics & Activities Directors with

● assist with logistics when hosting tournaments

● travel logistics for teams

● organizing and supervising hosting of visitors from out of the country, for athletics/activities events

○ EOTC Organisation /EVC/Overseas Travel

● run staff information sessions and student meetings/expos to promote activities

● to plan and organize ISHCMC sports teams (ES, MS, & HS/Primary-Secondary) to participate in all conferences



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.