Position Title: Activities & Sport Officer Division: All School Supervisor: Director of Student Activities Position Summary: This position works to ensure the safe and smooth running of the Activities and Sport programs. This position focuses on planning, coordinating, and executing the annual educational overnight travel (from G5-12) and Activity and Sport group overnight travel. This position plays a key role in creating enriching educational experiences for students through immersive travel opportunities. The officer will work closely with school administration, teachers, parents, and external vendors to ensure that all programs run smoothly and align with Concordia’s goals and values. Hours for the Department of Activities & Sport are from 7:30am – 6:00pm daily. This position’s specific hours may fluctuate depending on needs in the office and include special hours during Concordia hosted events. REQUIREMENTS: 1 Bachelor degree 2 Live close to Jinqiao is a plus EXPERIENCE: 1 Three years minimum experience in office administration preferably in foreign company office setting. 2 Previous experience with activities/event organizing and planning is preferred. 3 Previous experience in an international school with American educational system is a plus SKILLS 1 Solid skills with Microsoft Office, other CRM systems, online survey 2 Fluency in Chinese and English; strong communication skills in both languages 3 Excellent organizational and time management skills 4 Effective interpersonal skills-good “people” skills 5 Knowledge of Chinese protocol, familiar with Shanghai and surrounding community 6 Speaks Shanghainese dialect will be a plus 7 Proven experience in program coordination, preferably in an educational setting 8 Experience in educational travel coordination or managing student trips is preferred 9 Background in summer school program management is preferred 10 Familiarity with risk management and safety protocols for student travel is preferred GENERAL EXPECTATIONS 1 Guided by ethical principles and character 2 Presents a positive image of the school both through “people skills” and appearance 3 Good teamwork spirit - kind, polite and considerate 4 Can work alone as well as with others 5 Flexible, open to training, with a sense of responsibility 6 Works collaboratively with all in school and community 7 Personal ownership of fulfilling the school mission and vision 8 Ability to work under pressure. 9 Able to receive/give feedback and address conflict. 10 Ability to work irregular hours and on weekends when required DUTIES AND RESPONSIBILITIES: Educational Travel: 1 Plan and coordinate educational travel experiences, including domestic and international trips. Seek new and exciting opportunities for our students to experience. 2 Develop itineraries that align with academic goals and provide experiential learning opportunities. 3 Manage vendor relationships with travel agencies, tour operators, and other partners. 4 Ensure all travel logistics are organized, including transportation, accommodations, meals, and permits. 5 Oversee safety protocols and risk management plans, ensuring student and staff safety throughout the trips. 6 Develop and manage budget for travel programs, ensuring cost-effectiveness. 7 Handle communication with parents, students, and staff regarding program updates, requirements, and expectations. 8 Prepares budget and programs for Grade 5-12 annual overnight trips including recommended fee structure, risk management, quality and safety work with group leaders and travel agents etc. 9 Collaborates with the respective trip leaders and teachers to effectively plan, deliver and evaluate the trips. 10 Execute smooth delivery of travel programs and evaluates results annually. 11 Support Communication with faculty, students and families regarding trip options and signups. 12 Trains and supports faculty to be successful trip chaperones. 13 Develop systems and strategies to enhance off campus education programming Other: 1. Routine administrative support including but not limited to: a. Typing, filing, copying, note taking and/or routing of correspondence b. Answering the telephone, screening calls, and delivering messages as needed c. Provide translation services as needed. 2. Planning and preparation for activities and trips a. Yearly trip route planning b. Registration and allocation c. Facility coordination d. Orientation for teachers and vendors e. Prepare signs/brochures/form/survey/student rosters to share with stakeholders f. Vendor communication, contracting and gate access coordination g. Travel arrangement, including flight booking, hotel booking and transportation etc. h. Travel document verification & insurance i. On-site support through various ways as needed. j. Being available to trouble shoot problems while students are off campus on trips 3. Support logistics during activities and trips a. Pick up/dismissal support b. Pre-departure support c. Daily support d. RSVP, food order, venue booking and set up e. Holiday camp support as required. 4. This role will support the daily operations of the Activities Program, as required. Other duties as assigned by the Director of Student Activities
