Athletics Administrative Assistant

This school is based in Aberdeen, Hong Kong and is looking for an Athletics Administrative Assistant.

We are looking for an Athletics Administrative Assistant for our Athletics Department.

Reporting to the Athletics Director (AD), the Athletics Administrative Assistant is responsible for overall administrative duties in assisting the delivery of the Athletics Programme at CDNIS. The season is divided into four seasons with similar duties per season. The goals of the Athletics Programme are to facilitate student Participation in, Enjoyment of, and Success in sports.

Duties & Responsibilities: 

• Provide support for day-to-day operations and administration of the Athletics department.
• Streamline South East Asia Sports and Activities Conference (SEASAC) trip logistics by facilitating hotel and flight bookings, ensuring efficient and cost-effective arrangements.
• Manage passport information for SEASAC trips, ensuring all necessary documentation is collected and distributed to relevant parties.
• Complete rosters for SEASAC, International School Sports Federation of Hong Kong (ISSFHK) and Hong Kong School Sports Federation (HKSSF) events.
• Liaise with the School Sports Programme (SSP) under Leisure and Cultural Services Department and register student athletes in respective Hong Kong and overseas competitions and leagues.
• Book sports facilities for games and practices through LCSD and other providers off campus.
• Serve as the main point of contact for communication with HKSSF, handling tasks such as individual and team entries, ID creation, collection, and distribution.
• Assist the AD with hosting events such as Timberwolves Invitationals, ISSFHK and SEASAC tournaments and other school sports events.
• Provide support for Grade 3-5 PASS events, assisting with planning, coordination, and execution of these activities.
• Work with the Bus company and Athletics Coordinator to ensure reliable transport plans for all teams.
• Maintain and update the notice board and gym displays, showcasing recent achievements and providing general updates to enhance communication and school in a timely manner.
• Maintain accurate and up to date administrative records and data for the Athletics Programme.
• Use Veracross as a platform to collect cashless Timberwolves Sports Fees or SEASAC Travel Fees.
• Manage the health and safety facilitation of sports events such as booking nurses, first aid kits and following up with incident report forms.
• Inventory management, assessment and restocking.
• Support coaches with administrative tasks relating to practices and games.
• Along with the Athletics Coordinator, act as the point of communication for the Timberwolves Sports programme for parents, students and coaches.
• Work with the AD to keep an accurate calendar to manage all sporting facilities at CDNIS.
• Participate in in-service training programs, faculty meetings, and special events, as needed.
• Uphold and enforce school policies/administrative regulations and codes of conduct for athletes.
• Performs other ad-hoc administrative related duties as may be assigned.

Required Qualifications & Experience:

• At least 2 years of working experience.
• Keen desire to be part of a team that gives CDNIS student-athletes excellent sporting opportunities.
• Dynamic and someone who can bring value add and best practice.
• Highly organized, excellent communication and interpersonal skills, strong customer experience ethos, highly motivated and resourceful.
• Ability to remain calm and professional while working under pressure.
• Ability to interact with a diverse group of individuals in a courteous and tactful manner, and establish and maintain effective working relationships.
• Proficient (oral and written) in English and Cantonese. Knowledge of Mandarin an advantage.
• Knowledge of computer applications.