High School Administrative Associate - Singapur, Singapore - Singapore American School

Description

This High School Administrative Associate is primarily responsible for assisting with guidance services and school budget expenditures, ordering and receiving for both the college counseling office and the main office. The ideal candidate has outstanding interpersonal skills and can communicate at a high level with students, families, faculty members, and administrators. In addition to an exceptional relational skill set, this secretary role must also have a well-developed technical skill set. The candidate must have advanced understanding of using Microsoft Excel and Google Sheets to prepare reports and requisitions, work with High School Secretary finance lead to place orders, and ensure receiving and documentation of finances are managed. The candidate must have an advanced understanding of using technology software and organization to conduct data entry and review while also supporting editing and preparation of documentation under the direction of the Guidance Services Coordinator. The candidate must have the ability to learn and effectively use the school's data systems and provide support to multiple stakeholders. They will also be called on to assist with maintaining student records and to inform supervisors of possible upcoming issues.

They will also assist counselors, teachers, students, and other staff members in matters relating to the functions of the High School Office under the supervision of the Secretary to the High School Deputy Principal and the Guidance Services Coordinator. It is expected that the person filling this position will assist other members of the High School secretary team as necessary for other projects and secondary responsibilities to ensure all areas of all offices are supported.

• High Standards: Exhibit high professionalism, standards of conduct and work ethic.
• Finance Support: Prepare reports and requisitions, place orders, and verify budgetary requirements in partnership with the lead finance secretary, Principal and finance department.
• General Support: Provide general secretarial support to the Guidance Services Coordinator. Coordinate the scheduling of appointments and meetings, conduct data entry and reviews and support organization of projects, events, and meetings.
• Effective Communication: Relate courteously and effectively with students, parents, school personnel, government personnel, and community members as necessary. Demonstrate cultural competence, be respectful of co-workers, and act as a team player. Respond professionally in confrontational situations.
• Information Organization: Maintain all records, correspondence, etc. in a well-organized and accessible manner.
• Confidentiality: Maintain strict confidentiality regarding all personnel and student matters and school records.
• Support for HS Secretary Colleagues: Provide support to cover office as needed.
• Adherence to Laws and Policies: Stay current regarding applicable Singapore laws regarding education, data protection, and students. Perform all job-related duties in accordance with the Board rules, policies and regulations.
• Counseling Support: Support the high school counseling offices on projects and tasks as needed.
• Special Projects: Other projects and duties as assigned.

Technical Responsibilities:

• Student Records: Maintain electronic and hardcopy student records and transcript information. Process applicable student records.
• Purchase Orders and Requisitions: Handle purchase requisitions and process payments for resources and services purchased by the high school division.
• Ordering: Support ordering and tracking the deliveries required by the high school division as needed.
• Receiving: Compare purchase orders with invoices, including receiving and signing for deliveries.
• Event Management: Coordinate and manage projects at the direction of the Guidance Services Coordinator i.e. parent meetings, program planning guide, etc.
• Master Scheduling: Work in collaboration with Guidance Services Coordinator to oversee technical aspects of the scheduling and transcript process. Assist with changes to schedules, including the addition/removal of students, courses, teachers, and rooms. Assist with balancing and managing course enrollments throughout the year.
• Report Generation: Assist administration and counselors with the preparation of exports, reports and student data information.
• System Integration: Keep multiple systems in sync, integrated, and up-to-date.

• Diploma in any relevant field / Secretarial Certificate, equivalent experience or degree is required
• Excellent organizational and office management skills.
• Excellent interpersonal skills.
• Strong English communication skills, both written and oral.
• Excellent work attitude.
• Positive, collaborative and proactive.
• Excellent analytical and problem-solving skills.
• Proficient to Advanced skills with Excel and Google sheets
• Accounting, purchasing & receiving experience
• Proficiency with computer applications related to word processing and scheduling
• Interest in and ability to learn new applications. Knowledge of student information systems including PowerSchool is a plus but is not required.
• Ability to handle multiple responsibilities and priorities concurrently.
• Possession of the knowledge, skills, abilities, and physical attributes necessary to perform the essential job functions and general performance responsibilities.