ECA & CCA Coordinator

Posiiton: ECA & CCA Coordinator
Location: Lalitpur

The ECA & CCA Coordinator is responsible for planning, coordinating, implementing, monitoring, and evaluating all Extra Curricular Activities and Co-Curricular Activities of United Academy and United College. The position is responsible for ensuring that ECA and CCA programs are well planned, student focused, safe, financially responsible, and aligned with the institution’s academic and student development objectives.

Key Result Areas and Responsibilities

1. Annual Planning and Activity Coordination

• Develop and maintain the annual ECA and CCA calendar in consultation with the Academic Head and Principal.
• Plan a balanced range of academic, sports, cultural, artistic, recreational, leadership, and skill based activities.
• Coordinate with relevant departments, teachers, instructors, student representatives, and external organizations for the successful implementation of activities.
• Ensure that all planned activities are conducted smoothly and within the approved schedule.
• Review the ECA and CCA calendar periodically and recommend necessary changes based on institutional requirements and student interests.
• Develop activity plans, timelines, manpower requirements, logistical arrangements, and other requirements for each major activity.

2. Student Engagement and Participation

• Promote active student participation in ECA and CCA activities.
• Identify students’ talents, interests, skills, and areas of potential through participation in various activities.
• Encourage wider participation by identifying barriers to student participation and developing appropriate initiatives to address them.
• Coordinate and provide guidance to student clubs, committees, teams, and activity groups.
• Maintain participation records for each activity and monitor participation trends.
• Develop strategies to increase student participation in ECA and CCA programs.
• Encourage students to participate in internal and inter level competitions, exhibitions, performances, tournaments, and other events.

3. Budget and Resource Management

• Prepare the annual and activity specific budget requirements for ECA and CCA programs.
• Obtain prior approval for budgets and expenditures before implementing activities.
• Coordinate with Procurement, Store, Finance, and other relevant departments for the timely availability of required resources.
• Ensure effective and economical utilization of the approved budget and resources.
• Maintain proper records of expenditure and supporting documents for each activity.
• Identify opportunities to maximize the impact of activities while maintaining cost effectiveness.

4. Manpower and Logistics Coordination

• Assess and plan the manpower requirement for each ECA and CCA activity.
• Coordinate with teachers, instructors, support staff, volunteers, security personnel, transport teams, and other relevant personnel as required.
• Ensure appropriate allocation of responsibilities before and during each activity.
• Coordinate venue arrangements, equipment, materials, transportation, accommodation, refreshments, and other logistical requirements where applicable.
• Ensure that all activities are adequately staffed and operationally prepared.

5. External Resource Person and Guest Coordination

• Establish and maintain professional relationships with sports persons, artists, trainers, coaches, industry professionals, guest lecturers, and other relevant external resource persons.
• Coordinate with external resource persons regarding their availability, participation, requirements, and schedules.
• Maintain an updated record of visiting resource persons, guest lecturers, trainers, coaches, and other external contributors.
• Prepare reports and maintain supporting documentation for activities involving external resource persons.
• Explore opportunities to introduce new experts and professionals who can add value to student development programs.

6. Safety, Compliance and Risk Management

• Ensure that appropriate safety measures are implemented for all ECA and CCA activities.
• Conduct basic risk assessment and identify potential safety concerns before activities are conducted.
• Coordinate with relevant personnel to address identified safety risks.
• Ensure that activities comply with the policies, procedures, rules, and standards of United Academy College.
• Ensure appropriate supervision of students during activities, events, tours, field trips, competitions, and other programs.
• Immediately report any significant safety, disciplinary, or operational concern to the Academic Head or Principal.

7. Event and Competition Management

• Plan and coordinate ECA and CCA events, competitions, exhibitions, showcases, tournaments, performances, and other student activities.
• Ensure smooth coordination of schedules, venues, participants, judges, coaches, guests, equipment, and other requirements.
• Coordinate internal and interlevel competitions and encourage increased student participation.
• Maintain records of participation, results, achievements, awards, and recognitions.
• Facilitate appropriate recognition and celebration of students’ achievements.
• Conduct post event reviews to identify strengths, challenges, and areas for improvement.

8. Educational Tours and Field Trips

• Coordinate the planning and execution of educational tours, field visits, excursions, and other off campus student activities.
• Maintain proper records of educational tours and field trips, including participants, destination, dates, responsible personnel, and relevant reports.
• Coordinate with relevant departments and service providers for logistical arrangements.
• Ensure appropriate student supervision, safety, documentation, and compliance with institutional requirements.

9. Communication and Promotion

• Communicate ECA and CCA schedules, requirements, notices, and updates to students, teachers, staff, and parents where applicable.
• Promote ECA and CCA programs to encourage student participation.
• Coordinate with the Brand, Engagement, Communication, and relevant teams for appropriate promotion and documentation of activities.
• Ensure timely communication of activity related information to all concerned stakeholders.
• Support the development of appropriate promotional and informational materials for major ECA and CCA activities.

10. Monitoring, Evaluation and Reporting

• Monitor the implementation and effectiveness of ECA and CCA activities.
• Collect feedback from students, teachers, parents, and other relevant stakeholders.
• Analyse participation levels, student satisfaction, achievements, and outcomes of activities.
• Identify activities with low participation and recommend strategies to improve engagement.
• Prepare a report for each major ECA and CCA activity.
• Prepare periodic consolidated reports covering activities conducted, participation, achievements, expenditure, challenges, and recommendations.
• Review the effectiveness of ECA and CCA programs and recommend improvements for future activities.

11. Documentation and Record Keeping

• Maintain accurate and updated records of all ECA and CCA activities.
• Maintain records of student participation, competitions, achievements, awards, guest lecturers, resource persons, educational tours, field trips, and major events.
• Maintain activity plans, approved budgets, reports, attendance records, photographs, certificates, results, feedback, and other supporting documents.
• Ensure that ECA and CCA records are systematically maintained and readily available when required.
• Maintain a database of student participation and achievements for institutional reference.

12. Continuous Improvement

• Develop new ideas and initiatives to make ECA and CCA activities more effective and engaging.
• Identify emerging interests and opportunities in sports, arts, culture, technology, leadership, communication, and other areas relevant to student development.
• Benchmark suitable activities and practices from other educational institutions where appropriate.
• Recommend new activities based on student feedback, participation trends, institutional priorities, and available resources.
• Continuously review existing activities and recommend discontinuation, modification, or expansion based on their effectiveness.

Expected Deliverables

The position holder shall be responsible for ensuring the following key deliverables:

• Annual ECA and CCA Calendar
• Activity wise plans and schedules
• Activity wise budget proposals and approvals
• Manpower and logistics plans
• Student participation records
• Guest lecturer and external resource person records
• Educational tour and field trip records
• Activity reports and supporting documentation
• Student feedback and satisfaction analysis
• Participation and achievement analysis
• Periodic ECA and CCA performance reports
• Recommendations for improvement and development of ECA and CCA programs

JOB SPECIFICATION

Educational Qualification

• Bachelor’s degree in Management, Education, Sports Management, Event Management, or a relevant discipline. A Master’s degree will be an advantage.

Professional Experience

• Minimum 2 to 3 years of relevant experience in ECA/CCA coordination, student activities, event management, sports, education, or a similar role, preferably within an educational institution.

Technical Competencies

• Good knowledge of ECA and CCA planning and implementation.
• Good event planning and coordination skills.
• Ability to prepare activity plans, budgets, schedules, and reports.
• Good knowledge of student engagement and activity management.
• Basic knowledge of safety and risk management for student activities.
• Proficiency in MS Office and Google Workspace.
• Ability to maintain systematic records and documentation.

Core Competencies

• Strong communication and interpersonal skills.
• Student engagement and relationship management.
• Planning and organizational ability.
• Coordination and teamwork.
• Problem solving and decision making.
• Time management and multitasking.
• Creativity and initiative.
• Accountability and result orientation.

Preferred Attributes

• Passion for student development and extracurricular activities.
• Interest or experience in sports, arts, culture, music, or other student activities.
• Ability to work with students of diverse interests and abilities.
• Ability to coordinate with teachers, parents, external resource persons, and service providers.
• Willingness to work beyond regular hours during events, competitions, tours, and special programs when required.

Personal Attributes

• The position holder should demonstrate professionalism, discipline, patience, adaptability, enthusiasm, integrity, and a positive attitude toward students and colleagues.

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