Position Description: Administrative Assistant to the Principal

JOB OVERVIEW:

CONCORDIA INTERNATIONAL SCHOOL NINGBO seeks candidates for the position of Administrative Assistant to the Principal. Under the supervision of the Principal, the Administrative Assistant to the Principal provides support to the principal in a wide range of office and school operations; coordinates and organizes office activities and coordinates flow of communications and information for the Principal; provides support by planning, organizing, supervising and participating in the school office administrative operation; maintains confidentiality of sensitive and personal information; prepares and maintains a variety of records and reports related to assigned activities. 


OUR MISSION:

The mission of CONCORDIA INTERNATIONAL SCHOOL NINGBO, is to provide a rigorous globally focused education that fosters inquiry, knowledge and compassion, and nurtures the pursuit of life-long learning.


OUR VISION:

  • We inspire students to reach their potential by developing their unique talents and skills through a challenging and quality international curriculum.
  • Our School continuously strives for excellence in teaching and learning by providing a supportive and caring learning environment which encourages compassion, co-operation and respect among nationalities, cultures and individuals. 
  • We focus on the development of the whole child, and each child. 
  • We prepare students to be future ready.
  • Our caring, compassionate setting for learning stimulates student self-confidence and independence at all developmental stages.
  • We prepare our students to be world citizens. 
  • Our school will become known as the premier international school in Ningbo and will set the standard for quality international education in Zhejiang Province and beyond.


OUR VALUES:

We believe:

  • All students should be treated with dignity and respect.
  • Students have a right to an education that enables them to develop their academic potential, self-esteem, and self-confidence.
  • Students should have access to a quality curriculum and instruction program that develops critical thinking skills and scholarly achievement. 
  • Students, teachers, and parents should work in harmony to ensure each child’s educational growth and personal development. 
  • Our classrooms are a positive and supportive learning environment focused on the whole child.
  • Our school is a place where families, students and teachers can develop and share achievements together. 


RESPONIBILITIES OF THE ADMINISTRATIVE ASSISTANT TO THE PRINCIPAL INCLUDE:

  • Performs diverse office-related managerial responsibilities within areas and limits of authority as delegated by the Principal; coordinates and organizes office activities and coordinates flow of communications and information for the Principal. 
  • Handles routine issues and emergencies concerning employees and students, makes decisions independently or collaboratively and recommends action as appropriate. 
  • Compiles information and prepares and maintains a variety of records and reports related to assigned activities. 
  • Inputs a variety of information into an assigned system; assures accuracy of input and output data. 
  • Maintains confidentiality of various aspects of school operation including sensitive and personal information. 
  • Performs a wide variety of secretarial work, including typing and word processing, proofreading, filing, recording information and processing and distribution of correspondence. 
  • Provides training and work direction to assigned office personnel, organizes and expedites the work flow of the school site and offers guidance and direction to other school personnel as needed. 
  • Updates absence and timesheet information for assigned personnel. 
  • Serves as a major program information resource person and liaison between schools, departments, the District office and other locations; disseminates accurate and timely information and direction to students, parents, staff and visitors. 
  • Assists with registration duties as needed. 
  • Communicates with personnel and various outside agencies to exchange information, request and provide materials, coordinate activities and resolve issues or concerns. 
  • Receives and greets visitors and provides information to parents and the public; screens correspondence and telephone calls for administrator and staff. 
  • Establishes, maintains and assures proper use of confidential files including student, personnel and payroll records. 
  • Secures substitutes in order to assure adequate coverage for school site; orients substitute personnel and provides keys and pertinent information. 
  • Performs assigned financial duties and maintains assigned financial records, school budgets and site accounts. 
  • Prepares and submits purchase orders and work orders as assigned; prepares reimbursement requests and deposits according to established procedures. 
  • Composes correspondence independently or with general instruction on a wide range of subjects requiring knowledge of procedures and policies of the school, District or assigned area; types and composes a variety of materials from verbal or written instruction. 
  • Attends and participates in assigned meetings and trainings; prepares minutes from notes as required. • Updates and maintains multiple calendars as assigned; organizes appointments and meetings and makes arrangements for school visitations and facility use. 
  • Assists with planning school events and field trips as needed; arranges travel for assigned personnel as required. 
  • Answers questions and resolves situations involving students, parents, public, location staff and District personnel through knowledge of school policies and general District rules and regulations. 
  • Administers first aid, provides health office coverage and dispenses approved medication to students in accordance with organizational policy as assigned. 
  • Tracks and orders assigned school supplies according to established procedures and assures appropriate levels of supplies are maintained. 
  • Operates a variety of office equipment including a copier, fax machine, two-way radio, computer and assigned software. Other duties may be assigned.


QUALIFICATIONS:

EDUCATION/EXPERIENCE: 

Any combination equivalent to: Graduation from high school supplemented by additional training in office organization and secretarial skills. Three years of experience in increasingly responsible secretarial experience. Degree preferred.


KNOWLEDGE OF: 

  • Organizational operations, policies and objectives. 
  • Correct English usage, grammar, spelling, punctuation and vocabulary. 
  • Modern office practices, procedures and equipment. 
  • Operation of a computer and assigned software. 
  •  Telephone techniques and etiquette. 
  •  Principles of providing training and work direction. 
  • Basic first aid techniques. 
  • Interpersonal skills using tact, patience and courtesy. 
  • Oral and written communication skills. 
  • Excel


ABILITY TO: 

  • Perform a variety of clerical and secretarial duties to relieve the Principal of administrative and clerical detail.
  • Learn school organization, operations, policies and objectives. 
  • Interpret, apply and explain laws, codes, rules, regulations, policies and procedures. 
  • Assure smooth and efficient office operations. 
  • Maintain a variety of records, logs and files. 
  • Understand and carry out oral and written instructions. 
  • Compose correspondence and written materials independently or from oral instructions. 
  • Establish and maintain cooperative and effective working relationships with others. 
  • Serve as liaison between administrators, faculty, staff, students, parents and the public. 
  • Meet schedules and timelines. 
  • Complete work with many interruptions. 
  • Work independently with little direction. 
  • Work confidentially with discretion

To Apply

  •  Interested candidates should submit both a cover letter and current resume to: jmartin@concordiainternational.org
  • Your cover letter should include the strengths the candidate feels qualify him/her for the position. 


Qualified applicants will be contacted regarding the next steps to follow for consideration.


Please note that the interview process may include a video interview Skype or WeChat depending on location.

Any applicants from within China must show official proof of permission to work in China