Activities Coordinator

CAMPUS: Johannesburg Campus | SUPERVISOR: Athletics and Activities Director | POSTING DATE: 25 June 2026

Inspire Learning to Build Our Better World. At the American International School of Johannesburg (AISJ), we are committed to providing an exceptional education that empowers global citizens to fulfill their future purpose. Our vision is to inspire learning to build a better world. We seek a dedicated and passionate professional who aligns with our commitment to excellence and believes in the transformative power of education. Every team member is crucial in creating a supportive and nurturing learning environment. At AISJ, we value every employee as a learner and expect them to embody and support the AISJ Portrait of Learner (Resilience*,* Mindful*,* Thinker*,* Globally Connected*,* Curious*,* Contributor) through their work. We are dedicated to justice, equity, diversity, and inclusion within our school community.

POSITION OVERVIEW:

The Activities Coordinator is a full-time, campus-based position responsible for the day-to-day management and operational oversight of the Co-Curricular Program (CCA) at the Johannesburg campus. This role acts as a vital systems administrator, financial controller, and program manager within the Athletics and Activities Department.

The ideal candidate will manage the lifecycle of non-team-sport activities, ensure compliance with child safeguarding and security requirements for external service providers, and provide comprehensive operational, financial, and logistical oversight for a portfolio of core, high-profile programs (including Model United Nations and Divisional Theatrical Productions). This position serves as a central hub of communication, collaborating closely with the Pretoria campus, the Business Office, AISJ families, and various other departments to deliver a balanced, world-class co-curricular experience.

Required Qualifications, Skills, and Experience

Required Qualifications

• A National Senior Certificate / Matric certificate is required
• A minimum of a Bachelor’s Degree (SAQA NQF Level 7 equivalent) in Sports Management, Education, School Administration, Business Administration, or a closely related field is required.

Required Experience

• Demonstrable experience working within a K-12 school or university environment (highly preferred within an international or independent K-12 school setting).
• Proven track record in program coordination, office administration, or secretarial management, preferably within an activities, cultural, or sports department.
• Direct experience managing educational technology (EdTech) or database management platforms (experience with Schools Buddy or similar school scheduling systems is highly advantageous).
• Solid experience handling foundational financial tasks, including invoice processing, database reconciliation, and managing mobile/digital payment apps (experience with 4flow and Karri is highly advantageous).
• Experience vetting vendors, managing service contracts, or ensuring compliance standards.

Required Skills and Mindset

• Technical Proficiency: Exceptional computer literacy, with advanced competency in Google Workspace (Docs, Sheets, Slides) and MS Office.
• Communication & Interpersonal Skills: Exceptional command of English (both written and verbal); ability to communicate with absolute professionalism and empathy with a diverse, multicultural community of parents, educators, students, and external vendors.
• Organization & Autonomy: An independent self-starter with meticulous attention to detail and strong time-management skills; capable of managing competing priorities calmly in a fast-paced environment.
• Collaborative Spirit: A proactive team player who embodies a "what can I do to help" work ethic and enjoys working directly in an environment centered around student growth and youth activities

Duties and Responsibilities:

Co-Curricular Program Administration & Systems Management

• Program Management: Oversee the day-to-day operations and administration of the Johannesburg campus Co-Curricular Program.
• EdTech & Registration: Generate, update, and manage all co-curricular student registrations on the SchoolsBuddy platform, ensuring database lists are accurate, up to date, and fully synchronized at all times.
• Schedule & Facility Optimization: Design, implement, and maintain the seasonal co-curricular activities schedule while ensuring the safe and appropriate utilization of campus facilities.
• Internal Logistics Liaison: Partner directly with the AISJ Transportation Coordinator to provide accurate, real-time registration data for daily bus planning.
• Cross-Campus Alignment: Liaise regularly with the Pretoria Activities Coordinator to ensure institutional alignment regarding registrations, program quality, and community expectations.
• Secretarial Support: Provide comprehensive secretarial support to the Activities Office, including the systematic filing and archiving of critical financial, compliance, and accountability documents.

Program Operational Oversight & Stakeholder Engagement

• Core Program Operational Support: Provide comprehensive operational, financial, and logistical execution for designated core programs, including Model United Nations (JoMUN), Divisional Theatrical Productions, STEAM programming, and Competitive Chess. (Note: Creative, artistic, and academic direction for these programs is managed separately by designated faculty/directors.
• Community Liaison: Act as the primary point of contact and parent liaison for all non-team sport co-curricular activities (noting that the Sports Coordinator oversees competitive team sports in grades 3–12).
• Vendor Recruitment: Source, vet, and recruit qualified outside providers and independent contractors to deliver diverse, high-quality, non-team sport activities that align with departmental goals.
• Compliance & Safeguarding: Ensure all external service providers and independent contractors are fully compliant with AISJ child safeguarding protocols, mandatory training, and strict security background checks.

Financial Control & Accountability

• Departmental Financial Management: Take direct responsibility for the end-to-end processing of financial transactions within the Activities Department.
• Accounts Payable: Process all incoming service provider and vendor invoices via the 4flow procurement system, tracking payments from initiation to completion.
• Accounts Receivable: Generate, issue, and manage parent-facing invoices for activities, materials, and equipment via the Karri mobile payment application.
• Arrears Follow-up: Proactively monitor outstanding balances in Karri and conduct professional follow-ups with parents to resolve outstanding payments.
• Business Office Liaison: Collaborate directly with the central Business Office to:
  • Ensure external invoices are issued accurately to visiting schools and external institutions, executing strict follow-ups where required.
  • Verify that all service providers are paid accurately and timeously, tracking payment requests to ensure zero disruption to programming.

Event & Campus Support

• On-Site Representation: Serve as the primary, visible operational representative of the Activities Office during hosted events, showcases, and tournaments for core programs (MUN, Theatre, STEAM, Chess).
• Flexible Operational Support: Assist with broader campus events and activities as required, including occasional late hours or weekends to support major hosted tournaments and festivals (e.g., ISSEA, SAISA).

Working hours: This is a 45-hour-per-week position, and may require working longer hours from time to time.

APPLICATION PROCESS

To apply, please complete the electroni