Event Coordinator-French Speaker

Monitoring of activities
Establishment of the calendar of activities taking into account the annual calendar:

• Record each session.
• Provide the date of presentation to parents.
• Presentation of the work for agreement.

Preparation of activities carried out in-house:

• Follow-up with the coordination of the PP and kindergarten and the national leadership for the program of activities.
• Gather all information: pedagogical objective, number of students, classes involved, necessary material and budget necessary for each activity.

Preparation of activities carried out by external stakeholders:

• Preparation of offers of activities (kindergarten, primary, college, diploma): to seek for the school year 2015/2016 new participants for the activities
• Gather all ideas: proposed program, fresh.

Preparation of the activities brochure:

• Text in French, re-read and corrected
• Text in English, re-read and corrected
• Layout.
• Presentation of the work for agreement.

Preparation of the budget of the activities with the accounting:

• Gather all information in a table for budgeting purposes.
• Follow-up with the accounting, taking into account the following points:
• All the expenses of the activities must be covered by the money collected by the registrations (salaries, materials order, presentation to the parents, etc ...).
• The football activity should fully finance the costs of AS football (salaries of coaches) and volleyball (salary of coaches).
• Presentation of the work for agreement.

Preparation of the registration form for activities:

• Text in French, re-read and corrected.
• Text in English, re-read and corrected.
• Layout.

Distribution of all brochures and registration form:

• On the account to the parents.
• By paper for the national
• Information SMS
• Allowing sufficient time for parents to register and to register on the bus system.

Establishment of lists of registrants:

• On the system.
• On Excel, so that the table is easily usable and readable by everyone
• Check before the first activity session of the bus lists with the national and international bus managers.
• Preparation of procedures for professors;
• Drafting of procedures in French and English.
• Presentation of the work for agreement.
• Sending to all teachers and administrators of the PP and the national, at least 4 days before the start of the activities, with the final lists.

Weekly monitoring of activities:

• Follow-up of the expenses of the activities with the teachers to prepare the budget of the following month (each 19 of the month) + follow-up of the actual reimbursement.
• Follow-up of payments from external stakeholders: prepare the budget for the following month (every 19th of the month).
• Weekly monitoring of activities: update of lists, labels, check of absences, circulation in activities.
• Ensure communication about the activities: publish each week in the letter to the parents about the activities of the week in kindergarten and primary: photo and writing of text in French and English, presentation for agreement before publication.
• To set up a system for the taking of quality photos in order to be able to sell these photos at the end of the year during the presentation of the activities (organize the photographer 's visit several times a year, inform the teachers, Uniforms, prepare binders for sale, organize the sale, order the photographer and distribute the photos)
• Follow-up of the communication according to the schedule of activities: reminder of the dates by note on the account to the parents (at least 1 week in advance), by written note and SMS in a systematic way for the professors, speakers, parents, administrations.

Uniform of activities:

• Follow-up with the purchasing department for orders: table of quantities and sizes, preparation of payment in the budget, follow-up of delivery.