High School Office Assistant

A – Job summary

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.

B – Essential duties and responsibilities

HS Office

● Greet people at the enter the HS Office

● Answer the HS telephone

● Arrange maintenance requests for the HS and follow up

● Support the Vietnamese classes

Principal / Assistant Principal

● Assist with the management of the principal’s office and related project;

● Coordinate the work flow of the Principal’s office;

● Maintain correspondence and personnel files;

● Make appointment and notify Principal of important items at the beginning and end of each day;

● Prepare letters

● Provide English / Vietnamese translation for parents

● Helping to prepare for Semester One and Semester Two exams in the Gymnasium

● Helping to prepare for AP and IBDP exams

● Room assignments for AP and DP exams

● Daily announcement on Faculty Link

● Scheduling teacher evaluation meetings

● Helping with distribute paper, letters to teachers’ mailbox/BO

HS Students and Parents

● HS Week Without Walls (passports, travel documents, permission forms)

● Coordinate with relevant divisions/ person in charge to prepare documents for students who are on field trips

● Helping to arrange buses and other logistics for field trips

Attendance Tracking and Support

● Contact parents when students are absent;

● Planned student absence forms

● Run PowerSchool attendance

● Run attendance reports and schedule meetings with students/parents

● Follow up with teachers making attendance errors

● Dress code violations

Calendars and Events

● Maintain HS calendars (HS Parent/Student, HS Faculty)

● Assist with room bookings for all HS activities, ASA’s and Clubs

● Book venues for HS faculty events and meetings (Block Party, Divisional meetings)

● Arrange for Parent-Teacher Conferences Set-up

● Post HS Daily Announcements

Support IB/AP Coordinators

● Schedule parent meetings

● Organize facilities

● Event organization

● Input data

● Support IB exam

Fire drill Procedure:

● Maintains Firedrill Evacuation folders

● Support Fire Drill process

Honor Role /HHR & HS Award certificate

● Issue HR/HHR ASA, Clubs, HS Activities Awards certificates for HS students

● Oversee the distribution of certificates process

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

Physical demands: uses a variety of body position on the job including standing or sitting for long periods of time.

Environmental conditions: Job is performed in an office environment.