Job Description

The Activities Coordinator for Early College Programs at Fort Hays State University (FHSU) is a full-time, 12-month position that reports to the Director of Early College Programs. The primary duties of the Activities Coordinator position are to collaborate with internal and external staff to plan, supervise, and travel with students to various competitions, events, internships and job shadowing. Early College Programs at Fort Hays State University include the Kansas Academy of Mathematics & Science (KAMS) and the Academy of Mathematics & Science (AMS). KAMS-AMS provides academically talented students from around the state of Kansas and the world an opportunity to live and study college courses during their final two years of high school. KAMS and AMS students live in the same residence hall and take similar courses. Both academies are STEM focused and provide rigorous coursework, research opportunities, and the ability for students to engage in campus clubs and activities and KSHSAA sports and activities. Minimum Qualifications: A bachelor’s degree Valid driver’s license for trips to competitions, internship placements, in-town events/appointments Preferred Qualifications: Experience working in higher education or K-12 education Ability to work with highly talented teenaged students and their parents, teachers, and university staff Excellent teamwork skills Computer competence in Microsoft Office Excellent organizational and planning skills to manage travel logistics and registration processes. Strong communication skills to effectively interact with students, coaches, and external vendors. Budgeting and financial management skills to optimize travel expenses. Ability to work under pressure and handle unexpected situations during travel and competitions Duties and Responsibilities Coordinate academic competitions, clubs, and academy activities. Liaison between Hays High School KSHSAA events and their Activities Director providing audition/try-out information, information on physicals and tracking eligibility, etc. Provides information regarding national standardized testing (PSAT, SAT, ACT, TOEFL, etc.). Also, registers and administers/coordinates the PSAT and Science/Social Studies State Assessments for KAMS juniors. Arranges job shadowing and internships for students with local businesses. Assists with the recruitment of Kansas students. Represents KAMS/AMS on various academy, university, and possible state committees. Maintains availability during assigned periods in the staff on-call phone rotation, including evenings and weekends. Updates the Director and key staff members regularly (and when appropriate) to discuss action plans students who may be experiencing difficulties. Performs duties as assigned by the Director for Early College Programs. Competition Registration: Identifies and researches relevant competitions for student teams to participate in. Manages the registration process, including gathering necessary information, completing forms, and submitting fees on time. Communicates competition details and deadlines to students and coaches. Travel Planning: Coordinates travel arrangements, including ground transportation and booking flights. Research and select suitable hotels based on location, budget, and amenities. Secure the necessary travel documents and manage hotel reservations. Adjust the work schedule to accommodate overnight travel during weekdays or weekends. On-Site Support: Accompany student teams during competition travel, providing logistical assistance. Coordinates transportation to competition venues and manages schedules on-site. Resolves any issues that may arise during travel and competitions Budget Management: Tracks and monitors travel expenses, including flights, accommodations, meals, and competition fees. Works within allocated budget constraints and identifies cost-saving measures. Pre-Competition Preparation: Organizes and supervises team meetings/practice sessions to discuss competition expectations, logistics, and itinerary. Coordinates necessary gear and supplies for competitions. Communication and Collaboration: Maintains open communication with students, coaches, school administration, and competition organizers. Collaborate with other departments to ensure student eligibility and compliance with competition rules. Communicates openly and effectively with students, parents, faculty, staff, administration, and other academy stakeholders. Communicates openly and effectively with school districts and high schools located throughout the state.

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