What are the responsibilities and job description for the Extraxurricular Programs Manager position at German International School Chicago?
Position Title: Extracurricular Programs Manager
Reports to: Deputy Head of School (Stellvertretende Schulleitung)
Status: Full-Time Administrative Position (year-round, on-site)
Classification: Exempt
Start Date: 06/01/2026
Start Date: 06/01/2026
Overview
The Extracurricular Programs Manager oversees GISC’s After Care, Extracurricular Programs, and Camp Programs. The role organizes and manages program schedules, staffing, budgets, and communication while working closely with faculty, staff, families, partner schools, and external providers who deliver enrichment activities. The Manager ensures safe, high‑quality programming and smooth daily operations across all offerings.
The Extracurricular Programs Manager oversees GISC’s After Care, Extracurricular Programs, and Camp Programs. The role organizes and manages program schedules, staffing, budgets, and communication while working closely with faculty, staff, families, partner schools, and external providers who deliver enrichment activities. The Manager ensures safe, high‑quality programming and smooth daily operations across all offerings.
Essential Job Functions
- Develop, plan, and manage semester schedules for After Care, Extracurricular Programs, and all Camp Programs (Summer and School Break Camps).
- Create and oversee program budgets, pricing, and financial sustainability, including tracking costs, preventing deficits, and providing regular financial updates to GISC’s finance department.
- Manage and maintain the school’s online software for extracurricular programs.
- Coordinate with GISC’s finance department regarding payment questions and concerns; approve timesheets and oversee all invoices and payments to instructors and teachers.
- Recruit, hire, and onboard After Care Teachers, all Camp Teachers (including Summer Camp), and extracurricular program providers, including preparing handbooks and operational procedures.
- Ensure compliance with safety standards, including first aid training, emergency preparedness (fire, tornado, lockdown), and proper handling of medical information.
- Organize After Care Teachers and special programs for all school-wide events and activities, such as Parent Evenings, Parent-Teacher Conferences, GISC Parent Group (GPG) events, and other events as scheduled throughout the school year.
- Coordinate daily schedules with After Care Teachers and extracurricular program providers, including directing After Care Teachers on student participation in music and other enrichment programs.
- Serve as the primary point of contact for parents, staff, and instructors; manage communication, resolve issues, and support online account and billing questions.
- Manage all visitor and front-desk interactions, including answering calls and emails, assisting parents during pick-up, and ensuring all visitors follow school safety while maintaining a welcoming reception environment during after school hours.
- Collaborate with the Lycée Français de Chicago (LFC) and other partner schools to organize summer camps and other joint events.
- Manage program resources and facilities, ensuring spaces are clean, organized, and appropriate for students’ needs; recommend improvements as needed.
- Evaluate and improve the physical environment in classrooms on an ongoing basis to meet the changing needs of students, and make recommendations to the Deputy Head of School.
- Craft and distribute program communications (updates, reminders, parent information) in coordination with administration.
- Performs administrative and other office tasks as needed
Specific Qualifications
- Bachelor's degree or equivalent
- Experience in supervising staff and coordinating external program providers preferred
- Experience working directly with children in educational or enrichment settings
- Highly dependable and able to follow through on responsibilities with consistency and professionalism
- Strong interpersonal, communication, and organizational skills with excellent attention to detail
- Proficiency in the German and English language (both in speaking and writing); commitment to bilingualism, international education, and global citizenship
- Proficiency with Google Suite, MS Office, and extracurricular program software
Work Environment
This is an in‑person position that requires on‑site presence from 10:00am–6:30pm on regular school days. Some evening or weekend work may be required for special events or programs. The role involves regular interaction with students, parents, and faculty & staff, periods of standing and walking, and occasional lifting of up to 25 pounds.
Salary : $60,000 - $70,000