Community Service Coordinator

JOB PURPOSE
To support the Senior Leadership Team in establishing and maintaining appropriate community service opportunities for community participation and involvement.
COMMUNITY PROJECTS ADMINISTRATION
- Build and sustain strong, long-term relationships with community partners; act as the key liaison between BIS and external organisations.
- Plan, coordinate, and schedule community projects and exchange sessions across EYC, Primary, and Secondary, ensuring clear objectives and accurate communication (including translation where required).
- Organise and oversee all logistics for community activities, including transport, scheduling, resources, equipment, and staffing, in coordination with internal teams (e.g. Bus Manager, Facilities).
- Support the smooth delivery of events through hands-on involvement; attend key curriculum and CCA activities to ensure effective collaboration between BIS and partners.
- Maintain regular communication with partners (phone/email) to arrange meetings, confirm plans, and respond promptly to changes or operational needs.
- Manage expectations, cultural differences, and scheduling challenges with local partners to ensure effective partnerships.
- Monitor and evaluate the quality of exchange activities; collect feedback and contribute to continuous improvement of programmes.
- Maintain accurate and up-to-date records, including partner contacts, activity logs, resources, and donations, in line with school policies.
- Ensure all stakeholders (staff, Teaching Assistants, students, parents, partners) are well-informed and appropriately briefed on activities and expectations.
- Coordinate Community Service CCAs and support student-led initiatives, residential trips, and service-related programmes.
- Support student projects by reviewing proposals, connecting them with partners, and coordinating applications (e.g. NAE Social Impact Grant).
- Ensure all operational and compliance requirements are met for events (e.g. visitor information, partner conduct, event preparation, refreshments).
CURRICULUM
- Collaborate with Phase Leaders, Heads of Year, and Heads of Department to integrate community engagement into the curriculum.
- Support the implementation of the school's strategic priorities and Guiding Statements through community programmes.
RESOURCES AND ACCOUNTS
- Ensure cost-effective procurement and management of resources for community activities in line with school policies.
- Manage purchasing processes, including raising and tracking purchase orders.
- Coordinate the collection, storage, and distribution of resources and donations to partners and projects.
- Work closely with Finance on community service funds, including transfers, account monitoring, and reporting.
- Maintain accurate financial records, including cash donations, ensuring proper control and accountability.
- Provide regular updates on community accounts to the Business Director and Principal.
TIME MANAGEMENT
- Effectively prioritise and manage workload across curriculum-linked and CCA community projects.
- Plan proactively to ensure partners and stakeholders are well-prepared for upcoming activities.
- Demonstrate flexibility during peak periods, including willingness to work additional hours where required.
AWARENESS
- Support the promotion and visibility of community programmes through displays, signage, and on-campus materials.
- Ensure events are documented (photos/videos) and coordinate with Marketing for communication and publication.
- Work with Marketing and Graphics teams to produce materials such as posters, certificates, banners, and publications (e.g. handbook, yearbook).
- Contribute to communication and storytelling to highlight community impact within the school community.
PROJECT DEVELOPMENT
- Research and identify new community service opportunities and partnerships locally and internationally.
- Develop and maintain links with charitable organisations within Vietnam.
- Support the development of collaborative projects with other international schools where appropriate.
- Undertake additional duties as reasonably requested by the Principal.