High School Office Assistant

Under the direction of HS Principal/ HS Assistant Principal, the High School Office Assistant is responsible for providing day-to-day administrative and clerical support to HS Division. This position performs a wide variety of administrative support services, all of which contribute to the efficient and professional operation of the divisional office. Within a customer-service oriented environment, the assistant is responsible for providing reception, information services, office and administrative assistance. It is expected that the assistant is well organized and possesses excellent time management skills.

High School Office, Students and Parents
1. Greet people at the enter the HS Office
2. Answer the HS telephone
3. Arrange maintenance requests for the HS and follow up
4. Support the Vietnamese class
5. Assist with management of the principal’s / assistant principal’s office and related project
6. Coordinator the work flow of the Principal’s / Assistant Principal’s office
7. Maintain correspondence and personnel files
8. Make appointment and notify Principal of important items at the beginning and end each day;
9. Prepare letters
10. Provide English/ Vietnamese translation for parent
11. Helping to prepare for Semester One and Semester Two exams in the Gymnasium
12. Helping to prepare for AP and IBDP exams
13. Room assignments for AP and DP exams
14. Daily announcement on Faculty Link
15. Maintain HS Student/ Parent Handbook
16. HS Week Without Walls (passports, travel documents, permission forms)
17. Coordinate with relevant divisions/ person in charge to prepare documents for students who are on field trips
18. House t-shirts (ordering and selling to students)

Attendance Tracking and Support
1. Contact parent when students are absent
2. Planned student absence forms
3. Run PowerSchool attendance
4. Run attendance reports and schedule meetings with students/ parents
5. Follow up with teachers making attendance errors
6. Dress code violations

Calendars and Events
1. Maintain HS calendar (HS Parents/ Student, HS Faculty)
2. Assist with room bookings for all HS activities, ASA’s and Clubs
3. Book venues for HS faculty events and meetings (Block party, Divisional meetings)
4. Arrange for Parent-Teacher Conferences Set-up

Support IB/AP Coordinators
1. Schedule parent meetings
2. Organize facilities
3. Event organization
4. Input data

Office Supplies
1. Order all office and classroom supplies
2. Order all HS Coffee supplies

Other duties assigned by Principal/ Assistant Principal.

Knowledge, Education and Experience:
 Technical Knowledge: BA Degree or equivalent
 Year of experience: One to three year of clerical experience; Working experience in school is preferable
Skills:
 Communication skill: English Proficiency in written and oral.
 Computer skill: Proficiency in PC applications and institutional level computerized accounting systems.
 Well-Organize.
 Problem solving skill.
 Interpersonal skill.
 Time management skill.
Abilities:
 Dependability/Reliability: Ability to exercise independent judgment and work with limited supervision.
 Teamwork: Ability to work collaboratively with others, working on a team.
 Ability to do multi-task

- Health care Insurance; 24/24 Accident Insurance
- Up to 26 Leaves per year
- Professional Development Fund

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