Descripción del puesto
Administrative Assistant at ISP
The divisional administrative assistant provides administrative support to administrators, teachers, staff, students and parents in order to ensure the efficient operation of the divisions’ school program.
1. Student Records and Attendance (tasks may include):
● Input and update student attendance records daily.
● Provide assistance and support with late arrivals, early dismissals, and regular student dismissal (PikMyKid).
● Support processes related to Lost and Found.
2. Clerical and Administrative Support (tasks may include):
● Provide clerical assistance for official letters (e.g., Field trips, CAS, etc.).
● Provide assistance with translations (e.g., official letters, college recommendation letters, memos to teachers, weekly newsletters to parents, etc.).
● Ensure all administrative procedures and policies are followed for collaboration with Operations departments (finance, human resources, security, transportation, maintenance, etc.).
● Ensure that all emails, calls, and messages are properly received and forwarded as needed.
● Purchase general and office supplies for the division, ensuring proper inventory and distribution.
● Maintain divisional Policies and Procedures Handbook.
● Provide assistance with Emergency Procedures.
3. Event and Logistics Coordination (tasks may include):
● Arrange logistics and details for major events (e.g., yearbook photos, student-learning conferences, graduation, promotions, Back to School Day, New Student Orientation, award ceremonies, field trips, monthly birthday celebrations, IB DP exams, etc.).
● Coordinate logistical support for all divisional activities with maintenance, technology department, teachers, students, etc.
● Support the implementation of Yondr pouches.
● Support Counselors for university visitors.
● Proctor IB Diploma Program Mock Exams and May exams.
● Manage recess sports equipment.
● Support the management of the Professional Learning program with the Innovation Coordinator.
4. Secretarial and Communication Support (tasks may include):
● Provide secretarial services to Principals, Assistant Principals, and Counselors, including: ○ Communication about upcoming events and other announcements.
○ Making photocopies or scanning documents.
○ Maintaining and scheduling meetings.
○ Providing secretarial assistance to college and career counselors for the college/university admissions process (IB/Counseling Administrative Assistant only).
5. Substitute Teacher Coordination (tasks may include):
● Coordinate schedules and assignments for substitute teachers (including coverage for recess, lunch, and break duties).
● Provide substitute teachers with assignments, schedules, and classroom information.
● Reschedule teachers to provide class coverage if needed.
● Collaborate with Finance for payments of substitute teachers or Learning Assistants.
6. Professional Development and Budgeting Support (tasks may include):
● Support Principals, Assistant Principals, Counselors, and divisional leaders with professional development requests, budget requests, and other purchasing requests requiring collaboration with the Finance Department.
7. Other Duties (tasks may include):
● Support the creation of content for SEQTA portals.
● Collaborate with the IB DP Coordinator.
● Replace or assist other assistant positions during breaks, absences, or as requested.
● Any other duties as assigned.
Additional details:
The administrative assistant supports academic divisions but is officially a member of the Operations team and follows the Operations calendar and Operations vacation schedule. The contract hours for administrative assistants is 7:30 am - 4:00 pm unless otherwise agreed upon with the direct supervisor.
Requisitos
What you bring
1. Professionalism and Growth: A high degree of professionalism and a commitment to ongoing personal and professional development.
2. Collaboration and Flexibility: A collaborative spirit, adaptability, and a willingness to embrace the unique challenges of an international school environment.
3. Detail-Oriented and Organized: Strong organizational, time management, and problem-solving skills, with meticulous attention to detail.
4. Communication and Interpersonal Skills: Excellent communication and interpersonal skills, with the ability to build positive relationships with all members of the school community.
5. Initiative and Cultural Competence: The ability to work independently, take initiative, and demonstrate intercultural competence and sensitivity.
6. Values Alignment: A demonstrated commitment to the school's mission, core values, and definition of learning
Qualifications:
● High school diploma. Bachelor degree preferred.
● At least two years of professional experience in an office or school setting.
● High level of English proficiency
Beneficios
Private Health Insurance
Additional Time off
Professional Development
Pluxee
Wellbeing Program