EAA Assistant - Vendor-Focused

Singapore American School; Alberta; On-site; CAD 40,000 - 56,000; Full time

Job summary

A leading educational institution is seeking a Registration Coordinator to manage seasonal registration processes and vendor communication. The role involves overseeing on-site operations, handling financial administration, and ensuring a safe environment for students. Ideal candidates will possess strong communication skills and a diploma or equivalent qualification, with proficiency in Google Suite and experience with SchoolsBuddy being advantageous.

Qualifications

• Excellent oral and written communication skills.
• Strong interpersonal skills with a positive attitude.
• Proficient in Google Suite and related applications.

Responsibilities

• Oversee the seasonal registration process and manage vendor communication.
• Provide on-site operational support during dismissal.
• Facilitate background checks and manage financial administration.

Skills

Communication

Interpersonal Skills

Problem Solving

Flexibility

Education

Diploma from a recognized polytechnic or GCE ‘A’ Level

Tools

Google Suite

SchoolsBuddy

Job description

Job Responsibilities

1. Registration Management:
   • Oversee the seasonal registration process, including preparing and booking dates and venues, liaising with vendors for program details.
   • Assist with collating information, schedules, and costs for each vendor’s program and the school’s Baseball & Swim programs.
   • Manage the online registration system (SchoolsBuddy).
   • Handle enrollment queries from students and parents.
   • Process cancellations and follow up with parents and vendors.
2. Vendor Communication and Coordination:
   • Serve as the main contact for external sports vendors, ensuring timely communication regarding schedules, program info, and logistics.
3. On-site Operational Support:
   • Be present at dismissal points (MS cafeteria, ES office) and assist staff as needed.
   • Communicate with teachers, IAs, or parents if a student is missing.
   • Arrange substitutes for IAs if needed.
   • Supervise and accompany students if parents are delayed.
4. Background Check Administration:
   • Facilitate background checks for vendor coaches and instructors via the approved platform.
   • Request and provide information for background checks.
   • Follow up to ensure completion, download and file reports, and forward to vendors upon request.
   • Coordinate with Finance to raise invoices and follow up on payments.
   • Update and clean background check summaries.
5. Financial Administration:
   • Manage and verify vendor invoices based on participants and payable amounts.
   • Prepare payment vouchers and reimbursements for coaches.
   • Verify and submit IAs’ timesheets before payroll deadlines.
   • Keep copies of invoices on file.
   • Process refunds via SchoolsBuddy and communicate with Finance.
   • Adjust refund amounts in SchoolsBuddy and include refund references.
   • Raise quick charges in SchoolsBuddy for tournament participation and overseas programs.
6. Communication and Correspondence:
   • Assist with the EAA email account and respond to inquiries.
   • Manage incoming calls via the EAA hotline.
   • Attend to walk-in parents or visitors.
7. General Office Administration:
   • Order office supplies and receive deliveries.
   • Manage the EAA office calendar.

The above duties are indicative; task distribution is assigned by the supervisor. Additional tasks may be assigned as needed.

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 Gymnastics
• Centaurs - Eagle Club Rugby
• 3Cricket - Eagle Club Cricket
• Banana Climbing - Eagle Club Climbing
• Tiger Teens
• Dungeons & Dragons

Skills and Requirements

Minimum Qualifications:

• Diploma from a recognized polytechnic or GCE ‘A’ Level or equivalent
• Excellent oral and written communication skills
• Strong interpersonal skills
• Positive attitude and flexibility
• Proficient in Google Suite and related applications

Advantageous:

• Experience with SchoolsBuddy
• Ability to multitask and handle last-minute tasks
• Knowledge of the American Education system (calendar, curriculum, activities)
• Good problem-solving skills
• Friendly and outgoing personality

Health, Safety, and Safeguarding Protocols:

• Maintain a safe and orderly environment
• Report hazards to supervisors
• Follow policies for child safety and visitor management
• Complete required safeguarding training