EAA Assistant - Vendor-Focused

• Registration Management:
  
  • Oversee the seasonal registration process, including the preparation and booking of dates and venues, and liaising with vendors for program details
  • Assist with the collating of information, schedules and costing for each vendor’s program, as well as the school’s own Baseball & Swim program
  • Manage the online registration system (SchoolsBuddy)
  • Handle enrollment queries from students and parents
  • Process cancellations and follow-up with parents and vendors accordingly
• Vendor Communication and Coordination:
  
  • Serve as the main point of contact for external sports vendors, ensuring timely communication regarding schedules, program information, and logistical requirements
• On-site Operational Support:
  
  • Be present at dismissal points (MS cafeteria, ES office) and assist the staff on duty as required
  • Communicate with teachers, Instructional Assistants (IAs) or parents if a student is missing
  • Arrange and look for substitute IAs should anyone is absent and not able to get replacement
  • Supervise & accompany students should parents are delayed for pickup
• Background Check Administration:
  
  • Assist to facilitate background checks for vendor coaches and instructors using the approved background check platform, to ensure compliance with school policies.
  • Request for background checks & providing information as needed, full name, email address & contact number
  • Follow up with vendors and coaches to ensure completion of background checks
  • Download and file completed reports, and forward reports to respective vendors upon request
  • Communicate with Finance to raise an invoice to the respective vendors and follow up with vendors on payment
  • Update & clean up background check summary
• Financial Administration:
  
  • Manage and verify vendor invoices, based on the number of participants & net amount payable to each vendors for each program
  • Prepare payment vouchers and reimbursements for vendor coaches, to be submitted to HR/Finance for processing
  • Prepare and verify Instructional Assistants’ timesheets for EAA duties, and submit them to HR before the monthly payroll deadline
  • Ensure that copies of all invoices are kept on file
  • Process refunds for students/parents (e.g. Medical, Re-location, Cancellation refunds etc.) using SchoolsBuddy, and send refund requests to Finance via a shared spreadsheet
  • Upon completion of refund, the amount need to be adjusted in Schools Buddy together with the Stripes refund reference number indication
  • Assist to raise quick charge in SchoolsBuddy to parents for students participation in tournament and meets for Internal Eagle Club programs both local & overseas
• Communication and Correspondence:
  
  • Assist with the central EAA email account and respond to enquiries as needed
  • Manage incoming calls through EAA hotline
  • Attend to walk-in parents or visitors to EAA office
• General Office Administration:
  
  • Ordering of general office stationeries via Stationery World, and receiving office deliveries
  • Manage EAA office calendar board

The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor.

Our External Vendor Partners include:

• Fastbreak - Eagle Club Basketball

• Euro Soccer - Eagle Club Soccer

• International Volleyball Club (IVC) - Eagle Club Volleyball

• Thru Sports - Eagle Club Badminton

• Ufit/Savitar - Eagle Club Tennis

• The Yard - Eagle Club Gymnastic

• Centaurs - Eagle Club Rugby

• 3Cricket - Eagle Club Cricket

• Banana Climbing - Eagle Club Climbing

• Tiger Teens

• Dungeons & Dragons

  
  

Minimum Qualifications:

• Diploma from a recognized polytechnic or GCE ‘A’ Level equivalent
• Excellent oral and written communication skills
• Excellent interpersonal relations skills
• Positive Attitude and Flexible nature
• Strong Computer Skills (must have experience with Google Suite and applications)

Advantageous:

• Experience with SchoolsBuddy
• Multi-tasked ability and flexibility to assume last-minute assignments
• Related experience and or knowledge of an American Education system (calendar, overall curriculum, and activities)
• Good problem-solving skills
• Friendly and outgoing personality

Required SAS Health, Safety, and Safeguarding Protocols:

• Ensure that program areas, equipment, and supplies are maintained in an orderly and safe manner.
• Report any items that may provide a health or safety hazard to staff, members, or guests to your supervisor or the person responsible for those items at your site
• Follow all policies and procedures related to keeping children safe in our facilities and programs, including those related to managing visitors and guests at our facilities
• Complete all child safeguarding training as required