ACSIS and CCA Coordinator

Job Purpose To actively support and participate in the day-to-day management and delivery of the school’s Co-Curricular Activities (CCA) programme, with a strong emphasis on Sport CCAs and ACSIS-related activities. To coordinate the administration, logistics and communication of the Wildcats competitive sports programme and the school’s participation in ACSIS (Athletic Conference of Singapore International Schools) at GESS, excluding Football and Swimming, which are led by their respective Heads. The role holder ensures that competitive teams are registered, transported, equipped and supported safely and efficiently, that parents, students and coaches are well informed, and that student participation and achievement in competitive sport are recognised. The ACSIS Coordinator reports to the Head of CCA and ACSIS and works closely with the Head of Sports, Head of Football and Head of Swimming. Key Accountabilities Active Participation in CCA Management • Actively participate in the planning, coordination, and delivery of all Sport CCAs, including but not limited to ACSIS teams, Wildcats, and holiday sports camps. • Support and, where required, lead the coordination of non-sport CCAs (e.g., arts, languages, outdoor, leadership, clubs) based on needs identified by the CCA and ACSIS Coordinator, Head of CCA & ACSIS, or Head of Sports. • Step in to cover administrative, logistical, and operational tasks across the CCA programme as directed, ensuring continuity and quality of provision. Wildcats and Competitive Sports Coordination (except Football and Swimming) • Coordinate the day-to-day administration and logistics of the Wildcats competitive sports programme across all ACSIS seasons, under the direction of the Head of CCA and ACSIS and in collaboration with the Head of Sports. • Schedule ACSIS fixtures, Wildcats tournaments and friendly matches in collaboration with other schools and organisations, and book facilities, referees and officials for home fixtures. • Coordinate tryout weeks for ACSIS and Wildcats teams and support coaches with the selection process. • Maintain accurate attendance and participation records for students attending training, fixtures, and events. SOCS Registration and Container Setup • Set up the Wildcats and competitive sports programme in SOCS for each season, including team containers, groups, fixtures and calendars, ensuring information is accurate and published on time. • Manage student registration for competitive teams in SOCS and keep team lists, rosters and student data up to date throughout the season. • Create VCs for competitive teams and events in line with the season calendar and the school’s procedures. ACSIS and Sports Events Registration and Payments • Register GESS teams and students for ACSIS seasons, tournaments and events within the published deadlines. • Manage ACSIS team sign-ups in the school’s system, ensure the timely billing of parents, and follow up on outstanding payments in collaboration with the Finance department. • Ensure ACSIS fees, invoices and related expenditure are processed correctly, monitor spend against the ACSIS budget and report to the Head of CCA and ACSIS as required. • Support the organisation of Holiday Camps (sports and non-sports) as required. • Support the planning and execution of Sport Events and other CCA-related events (e.g., performances, showcases, competitions). Buses and Transportation • Book buses and transportation for all away fixtures, tournaments, training off campus and events, ensuring arrangements comply with the school’s off-campus procedure. • Confirm departure and return times with coaches, drivers and the school office, and communicate transport details to parents and students in advance. • Resolve transport changes and cancellations promptly and notify all affected parties immediately. Uniform and Equipment • Manage the inventory, ordering, distribution, collection and storage of Wildcats uniforms and competitive team equipment. • Maintain accurate inventory records, reorder stock within the agreed budget, and coordinate with suppliers on sizing, delivery and quality. International Trips • Coordinate the planning and logistics of international sports trips, including registration with host organisations, travel and accommodation bookings, risk assessments, consent forms, medical information and payment collection, in line with the school’s off-campus and international trips procedures. • Liaise with host schools, tournament organisers, tour providers and travel agents, and prepare trip information and communications for parents, students and accompanying staff. External Vendors and Sports Contracts • Coordinate contracts with external sports vendors and coaches, including preparation, renewal and record keeping, in collaboration with the Head of CCA and ACSIS, Finance and HR. • Act as the day-to-day point of contact for external sports providers and ensure vendor invoices are checked and processed accurately and on time. Wildcats Communications • Own all Wildcats communications to parents, students, coaches and staff, including advance notice of fixtures, transport details and immediate notification of cancellations or changes. • Serve as the primary contact for the sports@gess.edu.sg email account, ensuring timely and professional responses. • Keep the Sports website, parent portal and other channels up to date with fixtures, results, team information and achievements, in collaboration with the Marketing Team. Sports Events (support for Football and Swimming) • Plan and deliver Wildcats and ACSIS sports events hosted by GESS, including tournaments, invitationals and season finals, covering scheduling, venue set-up, officials, catering and on-the-day coordination. • Support the Head of Football and Head of Swimming with the logistics of football and swimming events, including transport, registrations, communications and equipment, as required. • Support the B…