Associate Athletics and Activities Director

Principal Duties and Responsibilities

1. Department Leadership and Staff Supervision

• Analyze and refine strategies to support the initiatives of the Director of Athletics and Activities, and execute the central administration of athletics and activities with precision.
• Collaborate closely with managers, coaches, activity leaders, and advisors as a supervisor and consultant, providing guidance and advice.
• Support the professional development, onboarding, and performance evaluation of coaches, activity leaders, and department staff, in partnership with the relevant manager.
• Facilitate regular department meetings to align priorities across athletics, activities, trips, and student life.
• Facilitate the recruitment, selection, onboarding, and coordination of new faculty coaches and external coaches or instructors, overseeing interviews, contracts, and compliance.
• Liaise with Finance, Facilities, Transportation, Technology, Communications, Human Resources, Security, and the Graded Booster Club/PTA to ensure seamless inter-departmental operations.
• Supervise students and collaborate with divisional principals to support academic and behavior matters.
• Continuously investigate and resolve challenges to elevate program effectiveness, and execute additional duties as assigned by the Director.

2. Athletics and Activities Program Oversight

• Assist in developing and implementing a comprehensive PK-12 athletics and activities program that aligns with the school's mission and values.
• Ensure adherence to safety protocols, child-protection standards, and risk-management practices across all athletics and activities programming.
• Support overseeing the planning and execution of local and international games, tournaments, and festivals.
• Ensure the tracking of historical records, award winners, and season results across all sports and activities.
• Serve as site administrator-in-charge during assigned home games, events, and competitions.
• Evaluate the quality of internal and external athletics and activities contests and events, and make recommendations for improvement at all levels.
• Represent Graded on league boards and committees (SPHSL, AASB, SAAC, Liga Água na Caixa) as delegated by the Director, and foster productive relationships with local and international league organizers.
• Organize and supervise the hosting of visiting athletes and teams.
• Maintain awareness of, and stay current with, the latest developments in educational-based athletics and activities, both in Brazil and in the international-school context.

3. Student Engagement, Leadership, and Culture

• Promote student involvement and leadership opportunities within athletics, activities, and service initiatives.
• Support as co-advisor and mentor for the Student-Athlete Leadership Team (SALT) or other student-led leadership groups.
• Foster a culture of sportsmanship, fair play, and healthy competition among student-athletes.
• Support the planning and coordination of the Classroom Without Walls (CWW) program alongside the Trips Consultant, Divisional Principals, and Student Life & Clubs Associate Manager.
• Implement strategies to enhance school spirit, pride, and community cohesion through organized events and initiatives.
• Lead pre-season and pre-trips meetings and share expectations directly with student-athletes and parents/guardians.

4. Student Travel, Trips, and Event Logistics

• Support the planning, execution and optimization of all aspects of competitions, and international trips logistics, in partnership with the Trips Consultant and Athletics Manager, including student-eligibility, family communication, hotel/homestay accommodation, air travel, uniforms, registrations, local transportation and security.
• Guide parents and guardians in navigating documentation required for international events (passports, minor authorizations, health forms) in partnership with the Trip Consultant.
• Support homestay coordination by liaising with Student Life & Clubs Associate Manager, Booster Club and PTA families and visiting schools when Graded hosts international teams.
• Strategically plan game and event setup, allocating dates and times on campus to maximize student participation and facility utilization.
• Oversee the coordination of transportation arrangements for off-campus games, meets, and activities, as well as efficient internal and external communication.
• Travel with teams as chaperone or administrator-in-charge as needed, including local competitions and international trips.

5. Coaching, Compliance, and Risk Management

• Collaborate with the Director of Athletics and Activities to ensure all coaches and activity leaders are trained annually in Child Protection, concussion protocols, and research-based coaching practices.
• Collaborate with the Director in coaching, mentoring, and evaluating coaches, activity leaders, advisors, and staff.
• Manage coach professional-development courses and certification tracking.
• Establish, communicate, and ensure equitable implementation of a comprehensive team-selection process across all sports.
• Design and enforce adherence to Graded policies, guidelines, and procedures.

6. Finance, Facilities, and Vendor Management

• Assist the Director of Athletics and Activities in planning and managing the Athletics and Activities Department budget.
• Maintain budget records and process compliance for athletics and activities, including team and activity expenditures, purchasing, payment requests, stipends, league participation, uniforms, and trip expenses.
• Coordinate the use of school facilities and equipment, and oversee third-party reservations of shared spaces including scheduling, contracts, and financial records.
• Implement strategies to ensure the maintenance and upkeep of facilities and equipment.
• Support the growth and management of the Graded Booster Club.
• Support the recruitment, contracting, and compliance review of external coaches, instructors, and vendors, ensuring contracts are current and legally reviewed.

7. Community Relations and Communication

• Cultivate positive relationships with students, parents, faculty, staff, and external partners to support departmental goals.
• Proactively and consistently communicate with families and staff using the department's communication platforms ensuring updates are timely, clear, and professional.
• Model and reinforce a department-wide standard of direct, constructive, and proactive communication and excellence, addressing questions and concerns from students, families, and staff promptly and professionally.
• Support the training of coaches and activity leaders in the proper, consistent use of communication and scheduling platforms with families.
• Communicate effectively with stakeholders regarding program updates, event schedules, and opportunities for involvement.
• Collaborate with the Communications Office to highlight student achievements and showcase the impact of athletics and activities on the school community.
• Provide guidance to the Communications team and Student-Athlete Leadership Team (SALT) to analyze and optimize internal and external event calendars and the Graded Eagles social-media channels.
• Support communications during assemblies, and other school-wide events as needed.

8. Records, Data Insights, and Continuous Improvement

• Set up and maintain accurate, well-organized department records — including student-athlete eligibility, medical/emergency and consent forms, equipment inventories, historical results and award winners, coach certifications, and handbooks — ensuring records are current, accessible, and audit-ready.
• Maintain accurate trip and activity participation databases, and provide timely, organized information to coaches, activity leaders, and trip supervisors.
• Maintain an up-to-date task log and current job descriptions for department positions, supporting transparency, succession planning, and workload visibility.
• Support the periodic collection of meaningful community feedback and insights — through surveys and focus groups — to inform continuous improvement of the athletics and activities program.
• Support coordinating evidence collection, documentation, self-study preparation, and improvement plan design for accreditation processes, while ensuring current program practices reflect recognized international standards across both athletics and activities.
• Compile data and help produce the department's annual report on progress toward its mission, expectations, and improvement plan, in partnership with the Director of Athletics and Activities.

9. Deputy Role in the Director's Absence

• Serve as the designated representative and decision-maker in the Director's absence, both on and off campus, including at away competitions and international trips.
• Ensure continuity of departmental operations and communications during any absence or leave of the Director of Athletics and Activities.
• Perform other duties as assigned by the Director of Athletics and Activities

Certifications and Education

Bachelor's degree in education, sports management, recreation, or a related field.

Experience

• Minimum of 3-5 years of experience in athletics and/or activities administration or program coordination, preferably in a PK-12 or international-school setting.
• At least 1-2 years of experience directly supervising and evaluating staff.