After-School Activities Sr. Officer (Temporary Position)

Primary Purpose of the Position

The After-School Activities (ASA) Officer leads the delivery of Graded's after-school activities program. The program offers students inclusive and engaging opportunities in the arts, sports, academics, technology and wellbeing.

The role plans and schedules activities, supports instructors and providers, manages registration and family communication, and ensures every activity follows Graded's child safeguarding and safety standards.

As a member of the Athletics & Activities team, the occupant also works alongside colleagues in athletics, clubs and trips, and supports the team's shared events and priorities when needed.

Principle Duties and Responsibilities

Key Priorities:

• Deliver each ASA session smoothly across all divisions.
• Support a safe, well-organized dismissal and pick-up routine for every activity.
• Partner with instructors and providers so every activity is well aligned with school expectations.
• Contribute to the Athletics & Activities team during busy periods, including hosted tournaments, festivals and school events.

Program Planning (PK–12):

• Build a balanced, developmentally appropriate offering for each session across Pre-K, Lower, Middle and High School, by day, grade level and type of activity.
• Propose new activities to the Director, based on student interest, family feedback and divisional priorities.

Daily Operations, Supervision and Dismissal:

• Confirm attendance and student accountability.
• Coordinate meeting points, transitions, dismissal and pick-up routines with Security, Transportation and divisional staff.
• Arrange coverage when an instructor is absent and inform families of any changes.
• Respond to student behavior following school procedures, record it in school systems and inform divisional teams.

Instructors and External Providers:

• Recruit and onboard instructors and providers, making sure all required pre-employment and safeguarding checks are completed.
• Keep provider agreements, insurance, certifications and activity risk assessments on file.
• Run a start-of-season orientation on procedures and expectations for all instructors.

Registration and Family Communication:

• Manage registration, waitlists and rosters in school systems.
• Communicate schedules, fees, procedures and updates in English and Portuguese.
• Serve as the first point of contact for family questions, escalating to the Director when needed.

Finance and Administration:

• Prepare purchase orders and payment documentation in line with Graded's financial policies.
• Track ASA fees, family payments, provider invoices and instructor stipends with the Business Office.
• Help monitor the ASA budget with the Director.

Safeguarding, Health and Safety:

• Apply Graded's child safeguarding policy in every activity and report any concern to the Designated Safeguarding Lead without delay.
• Make sure instructors have the medical, allergy and emergency information they need, following school data policies.
• Follow emergency, first aid and incident-reporting procedures.

Team Collaboration:

• Help plan and run tournaments, festivals and events hosted at Graded.
• Support athletics operations, such as game-day supervision, dismissal and transportation lists, especially when ASA is not in session.
• Support clubs with scheduling, space requests and rosters.

Certifications and Education

• Bachelor's degree in Education, Physical Education, Recreation, Business Administration, Event Management or a related field.

Experience

• 2+ years in school administration, camp or youth programs, or coordinating after-school, extracurricular / recreation.
• Experience working with children and adolescents.
• Experience coordinating several people, schedules and activities at the same time.

Knowledge, Skills and Abilities

• Fluent English and Portuguese, written and spoken.
• Attention to detail.
• Warm and professional communication with all stakeholders.
• Understanding of child safeguarding, supervision and safety in youth activities.