Assistant Coordinator - Sports & Performing Arts - Vibgyor HIGH - Pune

Job Description:

Primary Purpose

A SPA Coordinators role calls for being a leader, mentor, trainer, and administrator in order to align and fulfil the functional goals to achieve the Vision of the organation;

Key Responsibilities;

Administration Related

Ensure Implementation of Administrative Systems, Processes and Policies as suggested by
Cluster/Vertex and conduct audit at regular intervals.

Record and keep track of stock held and required at centers.

SPA Coordinator along with the Centre Head to ensure Implementation of HR Policies and
Processes as per guidelines of the Vertex in relation to Appraisal, Induction, Recruitments,
Transfers, Joining and exits.

Follow up with centre Administrator for the upkeep and maintenance of the infrastructure and
workstations.

Academics Related

SPA Coordinator is expected to share the responsibility with the Coaches for the emotional
and physical well-being of each student in the respective grade levels.

Curriculum Implementation

1. Plan for effective delivery of curriculum by means of the Academic SPA Planner
2. Ensure availability of necessary equipment for effective curriculum implementation.
3. Observe sessions in each activity daily.
4. Provide timely feedback to coaches.
5. Ensure uniformity in implementation of the session plans.
6. Maintain the equipment used in implementation and planning.

Operations

1. Be thorough with SPA Manual and adhere to the same.
2. Be familiar with the other Manuals (Teachers Manual, Administrative Manual, Parents Manual, Personalised Learning Centre Manual and Employee Handbook and adhere to the same).
3. Ensure that coaches and SPA Executive are thorough with all the SPA manuals before getting on job.
4. Ensure that training and induction for all SPA staff members are conducted timely, effectively and should promote maximum participation.
5. Conduct refresher training for the manuals to be reinforced at regular intervals.

Maintenance of Records

1. Ensure maintenance of all records/ formats as per the guidelines by the SPA Manual
2. To provide timely data (SharePoint) when required by HODs /SPA Cluster Heads/Audit Team/Vertex pertaining to:

SPA Area Maintenance

1. To ensure that the SPA block and the swimming pool/ground are prepared for all the activities.
2. To liaise with the admin team and ensure that any problem related to the rooms, SPA area lockers, equipment, etc. are addressed and resolved on time and the same is maintained in the Maintenance Register.
3. To monitor physical setup of the SPA activity area and ensure cleanliness and maintenance of environment is maintained which is conducive to the learning process of the students.

Student Development & Parent Communication

1. To coordinate and attend parents appointments and queries as required at PTMs.
2. Points discussed during the meetings held with parents should be recorded and acknowledgement of the same is to be taken from the Parent which should then be updated to the concerned SPA staff.
3. Keep the parent informed in case of any specific incident, health issues and the progress of the child.
4. Ensure that the above records are updated and maintained at all given times.
5. All responses to parents queries and emails should be routed through Mail desk. (Refer Parents Manual for Communication) 
6. Keep the Principal and the Grade Level Coordinator informed about any specific cases that need his/ her intervention.

Coaches Administration

1. To provide clarity on the job functions of a coach and to the associated SPA staff.
2. To conduct induction and training for coaches joining at the beginning of the Academic Year as well as for mid-term joiners on the functioning, code of conduct especially on the appearance and dress code.
3. Handhold new joiners for minimum period of 3 6 months narrow down the time frame during the initial stage of joining.
4. Recommend participation of coaches in Training Programm/Meetings/Workshops conducted by the respective board /Association/HOD/School/Vertex.
5. Mentor and train SPA staff to take on challenges and additional responsibilities conducive to their professional growth.

Session Plan /SPA Curriculum Planner (Year Plan)

1. Ensure that the coaches duties are allocated by Asst. Spa Coordinator
2. Assigning of work and provide acknowledgement of the work assigned and completion of SPA Planners.
3. Audit SPA Planner on a weekly basis.
4. Conduct fortnightly planning with the SPA Coaches
5. Ensure Coaches attend Scheduled Monthly Curriculum Workshops with their respective HOD.

PSA / Summer Camps

1. The SPA Coordinator must Plan PSA / summer camps and must ensure its smooth execution. 
2. All bills must be timely submitted for payments along with required supportive documents (ERP, attendance sheet, Agreement copies and Work Sheet). 
3. Must ensure registered PSA/S.C participants are issued ID cards.

School Team selection and Inter School Participation 

The Inter School Participation (ISP) activities, as specified in the scheduled Annual plans
decided by Schools/ Institutions/Associations/District/State/National bodies needs to be
closely followed and necessary preparations and advance planning needs to be done by the
SPA Coordinator, SPA Asst. Coordinator and Coach. Wherever required, necessary support
and guidance should be obtained from the respective activity HOD/functional head.

1. The arrangements, planning and requisitioning for the ISP should be done at least a month/fortnight in advance. P.O approval for registration fees to be provisioned / done well in advance.
2. Parents to be informed about the ISP event through a circular /student handbook note, well in advance. 
3. Provide timely data as and when required by Vertex/Cluster, pertaining to the ongoing participations and Team reports.
4. Keep the Principal informed about any specific issue/concern which needs his/her intervention.
5. Keep the parents informed in case of any specific incident, health issues and the progress of the child. Back it up with a note in the student handbook and if required, make a courtesy call and inform the parent.
6. To communicate and ensure that SPA sessions are not affected during the ISP, any Coach substitution must be discussed and accordingly prepare the provisional proxy schedule plan for the week. 
7. Arrange for substitute Coaches(s), if freely available, or else equally divide and merge the students with second activity, other indoor/ outdoor activities, as applicable.
8. Communicate and seek advance concurrence/approval from Vertex /functional head /Principal for any major changes happening in the ISP schedule or change in POA.
9. A field trip requisition form needs to be duly filled by the SPA Coordinator, approved by the principal and given to the Administrator at least a fortnight in advance.
10. Team/individual registrations along with requisite documents to be submitted and complied with strictly as per the rules and last date of registration for the ISP event.
11. It is compulsory for students to wear the School Team Jerseys provided by the School for all ISP events.
12. Any last-minute change in date, schedule or venue must be intimated to the parents either through a circular or by a note in the student handbook or(and) through telephone if required.

Desired Qualification

Minimum: Sports background and graduate in any discipline 

Sports Management

Graduate in any field

Significant experience/knowledge as coach /Mentor in any sport discipline

Experience Minimum 3-5 years of experience in a reputed school in a supervisory role

Proficient with Microsoft Office

Expected Competencies

• Excellent Communication skills
• Mentoring and Training skills
• Strong interpersonal skills
• Leadership skills (Team building
• Management skills- Coordination, Organization, Delegation, Supervision
• Ability to multitask.
• Ability to motivate and mentor.