School trips and Activities Consultant
Primary Purpose of the Position
The School Trips and Activities Consultant supports the planning, coordination, and execution of all school-related trips, events, and activities across divisions. This role ensures that all travel logistics, documentation, vendor relationships, and compliance standards are met in line with Graded School’s policies and international best practices.
Principle Duties and Responsibilities
1. Trip & Event Coordination
Coordinate regional student activities, academic and cultural festivals, athletic tournaments, and other approved student trips and events.
Work closely with travel agencies to ensure students have the necessary information and arrangements for safe, timely travel.
Assist with parent communications related to trips and events in a professional, courteous, and timely manner.
Collaborate with local and international partners (e.g., SPHSL, SAAC) to support joint programs and festivals.
2. Student Travel Logistics
Ensure all students have valid travel documentation (passports, minor authorizations, health forms).
Manage all transportation and catering needs for student travel and athletic events.
Ensure all trips are risk assessed and covered by international health insurance providers.
Support homestay coordination by liaising with booster club parents and visiting schools.
3. Financial Administration
Coordinate all travel and event arrangements within Graded’s financial and travel policies.
Oversee student activities and trips budgets, ensuring compliance with financial guidelines.
Complete expense reporting, reimbursements, and tax invoice entries in collaboration with the accounting team.
Prepare and process purchase orders, requisitions, and payment documentation.
4. Compliance, Contracts & Risk Management
Maintain up-to-date contracts with service providers, ensuring legal review and alignment with school standards.
Verify certifications and qualifications of coaches, volunteers, and local partners related to travel and safety.
Assist with identifying and coordinating training opportunities on safety and child protection.
Ensure all trips meet local/national guidelines and align with Graded’s child safeguarding policies.
5. Data & Communication Management
Maintain accurate trip and activity participation databases (e.g., PowerSchool).
Provide timely information to coaches, activity leaders, and trip supervisors.
