Middle School and High School Guidance Office Secretary

Please apply online through the school website : http://www.unishanoi.org/page.cfm?p=1249

Working Hours: 8:00am - 5:00pm from Mon to Fri

Responsibilities:

-Provide full secretarial services to the Middle School and High School Counselors
-Maintain sufficient supplies of stationery for Counseling Department
-Assist in making photocopies and printing once required
-Maintain notice board and publications for the students
-Liaise with local service providers and assist with purchasing paperwork for the counselling department
-Keep track of making payment for department’s invoices: membership fees, exam fees and PD trips…etc.
-Assist in room booking and coordinate with operation team in setting up for exams, meetings, workshops, university info session and fairs
-Updating, printing the different forms for students to pick up
-Filing students’ records in the counseling office
-Update students, parents and teachers’ data and students’ record on CIALFO
-Assist in quarterly reporting of grades and preparation of student transcripts on Veracross
-Schedule appointments for Counselors with students, parents and guests
-Keep track of University Visit Request Form, schedule and maintain a calendar for all university visits
-Greet and provide welcome packs for all University Representatives visiting campus
-Keep track of Middle and High School Document Request Form and response to students and parents requests in timely manner
-Assist the leaving students with withdrawal procedures
-Provide academic documents and certificates under requirements of current, leaving students and alumni.
-Prepare school documents for students university applications
-Mailing documents and students applications to universities over sea through express mail services
-Assist in Graduation event: graduation photo shooting arrangement, graduation caps and gowns preparation, order printing service for publications (invitation, program list, thank you card…)
-Provide translation services for the Counselors as required
-Provide assistance to teachers, parents and students when necessary
-Perform other tasks as required by the Supervisors

Technical capacity

i. Education/Qualification
-Undergraduate Degree in Language, Education, or related field

ii. Experience
-5+ years secretarial experience for Manager / Director level in a multinational organisation where English is the primary communication language
-Office management experience
-University applications/placement experience
-Technical Knowledge
-Strong customer service skills
-Knowledge of international higher education systems
-Proficiency in MS Office programs and database management, and the ability to learn new programs as necessary
-Organizational skills
-Communication skills
-Research skills
-Advanced knowledge of economic, legal and political issues

Stakeholder responsiveness

i. Relationship Building
ii. Professional Judgment

Management Skills
i. Team
-Co-operates with fellow team members to add value to work
-Communicates effectively with others so as to not double up on work
ii. Task
-Listens to requests and responds promptly
-Remains on schedule with all work
iii. People Development
-Is clear with instructions and expectations
-Helps junior staff understand what is important
-Coaches new staff
-Gives guidance on how to improve performance
iiii. Problem Solving

Personal Effectiveness
i. Drive & Commitment
-Displays a positive attitude
-Demonstrates pride in UNIS
-Manages time effectively to increase work efficiency
ii. Attitude
-Presents a professional and positive image of UNIS
-Dresses appropriately
-Is punctual and manages own time effectively

Social Skills
i. Communication Skills
ii. Social Confidence

- Competitive remuneration
- Insurance package
- Training opportunities

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