ACSIS and CCA Coordinator

German European School Singapore (GESS); Singapore; On-site; SGD 42,000 - 60,000; Full time

Job summary

German European School Singapore (GESS) seeks an administrative coordinator to support CCA management and events. You will handle day-to-day logistics, registrations, and communications for sports, arts and other clubs, ensuring smooth operations across the school’s activities.

The role requires strong organizational and scheduling skills, experience in school or admin settings, and fluency in English; German language ability is a plus. Based at GESS in Singapore with on-site duties.

Qualifications

• Diploma in any field with relevant admin/ops experience.
• Bachelor's degree in Business Administration or related field preferred.
• Experience coordinating CCAs or school events is desirable.
• Fluency in English; German language skills are an advantage.
• Strong organizational, scheduling and data management skills.

Responsibilities

• Coordinate day-to-day CCA logistics and administration.
• Schedule fixtures, events and travel in SOCS and calendars.
• Manage registrations, payments, and communications with stakeholders.
• Liaise with Finance, HR, and Marketing on events and budgets.
• Ensure safeguarding and safety compliance for activities.

Skills

Administrative coordination

Organizational skills

Communication skills

German language skills (advantage)

Education

Diploma in any field

Bachelor’s degree in Business Administration or related field (preferred)

Tools

Outlook

Excel

PowerPoint

SOCS

Job description

About GESS

As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.

We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award.

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 CCA and ACSIS Manager 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 CCA and ACSIS Manager 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 CCA and ACSIS Manager, 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 [e-mail] 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 Back to School / CCA Fair, holiday sports camps and other CCA events as directed by the CCA and ACSIS Manager.

Sports Recognition and Awards Planning

• Plan and coordinate the annual sports awards and other recognition of student participation and achievement in competitive sport, in collaboration with the Head of Sports.
• Procure and prepare medals, certificates and trophies, collate season results and records, and coordinate the display of team photos, trophies and achievements around the school.

Safeguarding, Safety and Compliance

• Ensure the safety and well-being of students during competitive sports activities, travel and events, in collaboration with the CCA and ACSIS Manager and the Safeguarding Team.
• Follow the school’s dismissal, off-campus, incident and refund procedures, report incidents promptly and support the follow-up of lessons learned.

Additional responsibilities

• All other responsibilities and tasks as deemed appropriate by SMT and the Line Manager.

Knowledge and experience

• Hold a Diploma in any field, with relevant experience in an administrative, operational or events role; prior experience in a school or sports environment is highly desirable.
• Bachelor’s degree in Business Administration or a related field preferred.
• Apply previous experience of coordinating co-curricular activities in an educational or sport-related setting, with strong organisational and planning practice.
• Provide leadership and mentoring to the CCA and ACSIS team and external partners.
• Demonstrate excellent organisational, administrative and communication skills, with high attention to detail in scheduling, data, finances and communications.
• Communicate fluently in English; German language skills are an advantage as you will be dealing with German-speaking parents & other.

Technical and soft skills

• Use core IT systems confidently, including Outlook, Excel, PowerPoint, SOCS, etc.
• Work collaboratively with a diverse, international range of stakeholders and maintain a high standard of customer relations with families, coaches and providers.
• Be proactive, solutions-focused and willing to work flexible hours, including evenings and weekends as required by fixtures, tournaments and events.

Fair Recruitment and Safeguarding

Fair Recruitment and Safeguarding:We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.