sorry OOT, fyi all
-----Original Message-----
From: Jacqueline SOUISA [mailto:[EMAIL PROTECTED]
Sent: Thursday, October 30, 2003 1:30 PM
Subject: [pagpib] job opening
Importance: High
JAKARTA INTERNATIONAL SCHOOL
Date of Announcement: October 30, 2003
Deadline: November 6, 2003
Date of Opening: IMMEDIATE
POSITION: HS ATHLETICS SECRETARY (200 duty days)
CLASS: VIII
REPORTS TO: High School Athletics Director
WORK LOCATION: CIL Campus - High School
PURPOSE
Under the supervision of the Athletics Director, the Secretary is primarily
responsible for the secretarial tasks necessary, such as coordinating,
preparing, scheduling, and liaising, for various sports activities
throughout the year. The Secretary is evaluated by the Athletics Director.
QUALIFICATIONS
1. Indonesian Citizen
2. Secretarial Academy/College Graduate
3. Experience: at least 2 years secretarial experience and
working in a similar position
4. Secretarial skills: telephone skills (with the foreign and
local communities), filing, record keeping, money handling, supervising work
orders, coordinating custodians
5. Proficient written and spoken English and Indonesian
6. Computer skills: Microsoft Windows and Office Suite
7. Work well with students from varied backgrounds
8. Characteristics: self-directing, initiative, can cope calmly
in a crisis situation, trustworthy, must like children
DUTIES AND RESPONSIBILITIES
1. General typing and filing for the Athletics Director and
performs other duties assigned by the Athletics Director
2. Issues swim and tennis passes and lists names when
appropriate, and also sport parking stickers for community league coaches,
Takes care of the swimming pool liability release forms. Updates security
with lists of people who have signed the release.
3. Acts as a liaison with local Indonesian Schools and Sports
organizations/clubs for all sports
* Prepares schedule of sports matches
* Schedules are to be agreed upon by coaches. If the schedule
is not received ahead of time, call coaches.
* Print schedule for the whole season and put it on a
clipboard on your desk where coaches can check everyday.
* Sends invitations to Indonesian schools and sports clubs
* As soon as you have the schedule, call local contacts.
Follow with a written invitation.
* Reconfirms matches with invited schools and clubs.
* Makes transportation arrangements
* In making bus arrangements, follow this rule: Buses have to
standby in the location 2 hours before game time. Make sure that there are
no stopovers made by the teams on their way to JIS.
* Deals with sports coordinators from other schools and
sometimes with referees.
* JIS' appointed liaison officer usually arranges referees.
Prepare a letter requesting referees' services.
* Daily referees' fees are given to the liaison. The
Athletics' Director should agree upon the amount.
* Informs security of the matches
* Announces daily matches through the HS Daily Bulletin
4. End of the Season Awards Night (Booster Club)
* Types certificates
* Before typing the certificates, make sure that the rosters
are correct. Oftentimes coaches forget to include their managers.
* After typing, send certificates to individual coaches to be
signed. The athletics director then signs all certificates.
* Records and prepares all awards to be distributed to
individual athletes
* Prepare envelopes. Each should be labeled with the athlete's
name and homeroom teacher.
* Enter all awards given in the database.
* Awards given - check in the Athletics Handbook
* Prepares work orders for the sports awards program every
season
* Work orders are almost the same every season. Check with the
coaches if they have other requests for equipment.
* Make sure that venues for the sports awards have been
previously booked. Check with the AD on assignment of venues.
* Prepare JV Coaches choice trophies for each JV team.
* Coordinates with the Parents' Booster Club in the overall
program preparation
* Prepare letter to Security to permit caterer and other
suppliers to enter and park near the booster hut
* During the summer, make an inventory of the awards; letters,
trophies plaques...Order awards for the following year
5. Assists students, coaches and administrators traveling for
IASAS tournaments or exchanges in the following:
* Prepares information packet on flight details. Packet
includes:
* Flight details
* Travel procedure
* Assignment form
* IASAS Rules and Guidelines
* Checks students' passports and exit-re-entry visas for
validity
* Passport should have a validity of 6 months.
* Contacts respective embassies if visas are required.
* Inform student if visa is needed. Allow extra time because
visas take 2-3 days to finish.
* Collects passports, IASAS rules and guidelines. Passports
should be kept in the safe.
* Prepares information packets for coaches and administrators
* Checks airline reservations and tickets
* Before tickets are issued, make sure to get through the
final roster with the travel agent.
* Arranges transportation
6. If JIS is hosting an IASAS Tournament or Exchange:
* Program preparation
* Housing packages for hosts and guests
* Prepare individual envelopes properly labeled for hosts and
guests. The guests' envelopes should have the school's name written in
front.
* Arranges transportation - close coordination with the
transportation office.
* Names of the greeters should be submitted to the
Transportation office.
* Prepares the bus schedule to be submitted to the
Transportation Manager.
* Reconfirms airline tickets of guests. Could be done through
the travel agent.
* Hotel reservations for visiting coaches
7. Assists with Sports Facilities' scheduling and bookings
* Distributes an updated schedule to the Big Gym P.E. Aide,
New Gym Technical Aide, Security, Engineering, Facilities Office, Bus Office
and HS Principal (when needed) daily
* Books sports facilities
* Assists in sports facilities scheduling for the school
community sports program
* Deals with the students or parents of the IASAS participants
* Acts as interface between school community program
* Campus Supervisor scheduling
* General filing for Athletics Director
* Makes photocopies, collates material and prepares all
correspondence
8. Coordinates with the Activities Office in the preparation of
the Annual IASAS Banquet
* Make sure all varsity rosters are correct. Do not forget to
include managers.
* Remind A.D.s of program cover
* Remind Booster Club treasurer of donations' report to be
included in the program.
* Sequence of program should be rotated each year.
* Check White letter recipients. Compute GPAs.
* Contact printer for program and banquet tickets
* Reconfirm with hotel on the number of guests attending.
Negotiate for free changing room.
* On the day of the banquet, prepare all trophies and awards
to be brought to the hotel.
* Order flowers
9. Performs other duties as assigned by the supervisor
10. Establishes and maintains cooperative, positive
relationships with those involved in the course of work
11. Learns and applies pertinent JIS and school policies, rules,
regulations with good judgment in a variety of situations.
Other: For JIS employees only
Apply to: Human Resources Manager
Jakarta International School
Jl. Terogong Raya #33, Cilandak
Jakarta 12430
E-mail: [EMAIL PROTECTED] <mailto:[EMAIL PROTECTED]>
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