Employment asap
Employment duration until July 31, 2025
Part-time 20/40 working hours
General overview of position: Reporting to the Athletic Director/Activities Coordinator (AD/AC), the Athletics and Activities Administrative Assistant (AAAA) is responsible for assisting in overall supervision and management of the athletic program school-wide and the co-curricular program at BBIS. The program includes school-sponsored and school-authorised activities in which BBIS students participate or which involve the use of the school’s facilities and/or equipment. The AAAA will work in close collaboration with the AD/AC and faculty to ensure that co-curricular activities operate in a safe manner and provide students with worthwhile learning experiences that align with the philosophy and core values of BBIS. The goals of BBIS’ athletic program are to optimise the opportunity of participation for our students and to promote a high level of skill development and performance participation. In conjunction with individual coaches/sponsors, and with the support of the BBIS administration and staff, the AAAA will help communicate to students and parents clear and timely information for each activity consistent with the objectives, requirements, and expectations of the program. The AAAA will also be helping maintain and improve the best possible relations with the BBIS community and general public, in line with our mission to offer a balanced and engaging learning environment.
YOUR RESPONSIBILITIES INCLUDE THE FOLLOWING ACTIVITIES
General Administration
- Assist the AD with the day-to-day operation of the program while maintaining effective overall supervision
- Work with the AD to ensure policies, programs, objectives, and goals are consistent with best practices locally and worldwide, and that they align with BBIS’s mission, core values, and policies
- Assist with planning and executing special events, e.g. MS and HS sports banquets; ordering plaques, trophies, and awards when needed; preparing event certificates and thank-you letters
- Assist with communications with all constituencies, ensuring that messages are timely, easy to understand, easily accessible, and supported by the appropriate levels of detail
Team Administration
- Manage SchoolsBuddy, iSAMS, the BBIS Event Tool; update selections and rosters, export spreadsheets and communication
- Request quotes, order/manage, distribute and keep track of inventory (uniforms, clothing items, supplies and equipment, medals, trophies, etc)
- Assist with communications with all constituencies, ensuring that messages are timely, easy to understand, easily accessible, and supported by the appropriate levels of detail
- Assist with planning and executing special events, e.g. MS and HS sports banquets; ordering plaques, trophies, and awards when needed; preparing event certificates and thank-you letters
Transport and Travel
- Request hotel, bus, train and flight quotes and make reservations in conjunction with the BBIS travel and purchasing department
- Organise and book athletic transportation and accommodations for away games, friendlies, and tournaments
- Help to identify team parent sponsors/chaperones. Request and manage travel documents such as student passports and identification cards
Leadership and Activities Management (Home/Away Events and Tournaments)
- Book coaches accommodation and shuttles, coordinate team transport, prepare tournament programmes and scoresheets
- Assist with coordinating and organising student travel and hosting
- Prepare and send registrations, entries and housing/team rosters for GISST and ESC tournaments
- Assist with running and directing tournaments and events when necessary
ECA Staff/Training Coordination
- Assist in recruiting/hiring competent and qualified personnel, and evaluating coachesl and supervisors to the highest standards and in alignment with BBIS’ mission and core values
- Assist with the evaluation of the performance of individual coaches/sponsors and help ensure that coaches/sponsors uphold the rules, policies, and protocols of the BBIS extra-curricular programme
- Provide guidance and support to coaches and sponsors for written communications/descriptions of co-curricular activities to students and their parents
- Assist AD/AC to staff the program with competent, qualified personnel
Program Development and Coordinating
- Development, coordination, and implementing programs and activities
- Assist with the development, coordination, and implementation of collaborative programs, activities, and competitions with local and international institutions as appropriate, not limited to the following organisations and teams/groups: ESC, GISST, ECIS, and CEESA
- Assist with developing and maintaining the Activities and Athletics calendars, daily bulletin announcements, etc.
Business/Financial Administration
- Prepare billing sheets for each team/athlete to be provided to the business office at the end of each season (receivable)
- Assist with acquiring information for an annual report on the following: numbers of students in the extra-curricular programme, budget responsibility, qualitative analysis, staffing/supervision
- Recording payments/collating quarterly staff ECA salaries
- Organise and work on a budget with the AD for each year including athletic goods and supplies
Facility Administration
- Correspond with local authorities for external facilities booking and assist with scheduling and booking of venues and facilities, resolving conflicts as they occur
- Prepare and submit event request forms for home tournaments
- Assist with arranging officials/referees/judges; help mediate disagreements between coaches/sponsors, students/athletes, and referees
- Assist with monitoring use of the campus by outside groups, in coordination with Facilities, Security, and the
- administrative team
YOUR QUALIFICATION
Required Qualifications
- At least three years of successful experience as a coach
- Proven successful experience in a leadership role, preferably in an international school setting
- CPR and First Aid certification
- Hold a high school diploma or equivalent. Bachelors is preferred
- Demonstrated proficiency in required technology and a good level of computer and internet skills. (Word, Excel, Google environment)
Professional Competencies
- A sound understanding and knowledge of the philosophy of the program and the needs of students with regard to extra-curricular activities
- Outstanding interpersonal skills and cultural sensitivity, ability to demonstrate effective written and verbal communication to a diverse group of cultures
- Ability to use discretion, patience, tact and respect for confidentiality when communicating with BBIS students and staff
- Have good interpersonal and communication skills in English: in person, telephone and written
- Have excellent organisational skills and scheduling experience
- Ability to work independently and effectively on multiple tasks with the ability to manage the workload
- Experience creating multimedia presentations (Sports Awards, etc)
Personal Attributes
- Committed and integrous
- Excellent problem-solving, conflict resolution, collaborative team-player and team-building skills
- Strong listening skills
- Ideally have substantial and proven sports background: capable of leading practical activities and training sessions of a variety of sports
About us
BBIS Berlin Brandenburg International School is an independently run, state-approved, inclusive, English-medium day and boarding school serving the internationally-minded community of Germany’s capital region and beyond. As one of Europe’s leading International Baccalaureate (IB) schools, BBIS proudly offers three IB programmes in the Primary, Middle and Diploma years of schooling. In the current school year 2023/24, our school teaches around 900 students who represent over 70 nationalities.
OUR COMMITMENT TO DIVERSITY, EQUITY AND ANTI- RACISM
We value and encourage diversity in the skills of our employees and therefore welcome all applications - regardless of age, gender, nationality, ethnic and social origin, religion, world view, disability, and sexual orientation and identity.
