DesignationExcursions AdministratorDepartmentAcademic Schoolwide Reports toSecondary PrincipalWorks collaboratively withPrincipals/Vice-Principals, GLLs, Senior Admin Executive  (Insurance & iSOS), Health Lead, Finance Department, & Communications.

KEY ACCOUNTABILITY (Main purpose of this job):

The Excursions Administrator is responsible for supporting the organisation, collection, collation and distribution of key documents and information for excursions. The Excursions Administrator will liaise and communicate with stakeholders to support strategic and operational planning for excursions. As part of the excursion team they ensure all documents and systems are up to date for the pre-planning and organisation of excursions (as defined in the SOP). 

RESPONSIBILITIES (Key areas of responsibility):

Document Management & Tracking:

~ Set up and maintain the Master Excursion shared drive and the Master Pax Data spreadsheet.

~ Set up and maintain grade level shared drive folders with destination-specific documentation, spreadsheets, and information, accessible to relevant staff.

~ Create and manage electronic Parent Pack envelopes for each grade.

~ Create and manage a tracking document for changes/issues, ensuring accurate information.

~ Track and ensure collection of all required student documents/forms/information (e.g., SGAC).

~ Collate and organize confirmed student data for invoicing, maintaining a tracking document for changes/cancellations, and sharing with Finance and Sr. Admin Exec.

 ~ Maintain up-to-date forms, procedures, and flowcharts.

~ Ensure all excursion documents are updated and streamlined across divisions (including My.CIS excursion pages, parent presentation templates, electronic forms).

Communication and Liaison with Stakeholders:

~ Define spreadsheet information requirements for each trip with GLL/Divisional Admin/provider.

~ Forecast trip costs (nursing, first aid, iSOS, insurance) with Finance, Health Lead, and Senior Admin Exec.

~ Determine visa requirements and vaccination needs (iSOS via Senior Admin Exec) and update related documents/My.CIS.

~ Update excursion documents (parent letters, consent forms, My.CIS page) with relevant information (cost, dates, times, contacts) with divisional teams (Finance, Communications, GLLs, Divisional Admin).

~ Collate staff wellbeing and travel information (with Divisional Admin/HR/Health Lead) and maintain staff first aid certifications and database (with Health Lead).

~ Collect student names & codes for insurance with Senior Admin Exec.

~ Share non-attending student details with the divisional office.

~ Send timeline reminders & change notifications to relevant staff (Divisional Admin/GLL/Health Lead/Finance/Senior Admin Exec).

~ Prepare grade level advisories with GLL/Divisional Admin and Communications.

~ Prepare and update reflection forms (student & staff) with GLL/Trip Leader.

~ Manage dedicated my.CIS Excursion pages (create, curate, populate, and maintain with Communications) including daily updates (ensuring staff access), trip summaries (with GLL/Divisional Admin)

~ Create a data analysis table for Senior Leadership.

~ Confirm excursion information deletion clearance before clearing drives of personal information (health, passports, SG immigration).

~ Provide input on Parent Information Night dates and expected administrative timelines.

REQUIREMENTS:

~ prior experience working with students in an educational setting

~ competent working with technology tools (Google - Doc, Sheets, Calendar, Gmail, Docusign, Jot form etc)

~ ability to use information management systems competently

~ project management

~ strong organizational skills

~ attention to details

~ ability to multitask and prioritize work

~ able to work independently and be a self-starter

~ ability to manage time and deadlines

~ ability to communicate clearly and articulately

~ able to work collaboratively with others in diverse roles

~ strong written and oral English proficiency