ib/ucc administrator

1 week ago

Singapore Dulwich College (Singapore) Full time
  • Term-time role (enjoy paid school holidays – non-working days);
  • 5-day work week; total of 181 working days in a school year
  • Enjoy subsidized lunch;
  • Competitive remuneration package & benefits (medical, dental, etc.).
  • Salary is commensurate with relevant years of experience.

Our College is recruiting for an IB/UCC Administrator in August 2024 to provide comprehensive administrative support to both the International Baccalaureate (IB) programme and the University and Careers Counselling (UCC) team. This position will involve a wide range of duties including systems management, event coordination, student support, documentation management, and communication with various stakeholders. The post holder will work closely with the IB Coordinators and the UCC team to support the smooth operation of programmes and services.

Duties & Responsibilities:

Administration:

  • Support the IB Coordinators and UCC team with daily administrative tasks, including meetings scheduling and minutes.
  • Manage student attendance records, student data, and documentation generation.
  • Coordinate systems management including, Managebac, MAIA Learning and IBIS platforms.
  • Assist with student registration and coursework submission tracking on IBIS.
  • Provide support during examination sessions and graduation preparations.
  • Assist in planning and coordinating IB-related events and University Counselling activities.

Planning:

  • Support with the options process for students and manage calendar planning for IB and UCC activities.
  • Support with the planning of inspection visits and Y13 Graduation events.

Communication and Events:

  • Communicate with parents to arrange meetings and handle administrative issues.
  • Create communication templates and conduct mail-merge communications.
  • Plan and manage administration for IB and UCC-related events.
  • Liaise with external stakeholders, book meeting rooms, and organize campus facilities.
  • Support with the organization of leavers/starter packs, student pins, and awards.

University Counselling Admin Support:

  • Assist with the generation and editing of student transcripts.
  • Manage the MAIA Learning platform and support with university events management.
  • Coordinate new/leaver student packs and NS coordination/support.

IB Program Admin Support:

  • Assist with IB documentation management.
  • Assist in the preparation of student documentation, options letters, and graduation packs.
  • Support examination sessions and IB calendar planning.

Other Duties:

  • Undertake all other duties commensurate with the post.
  • Provide Reception cover as required.

Requirements:

  • Good understanding of higher education qualifications in Singapore and internationally.
  • Minimum 1-3 years' experience in secretarial or administrative support jobs.
  • Strong organisational skills including the ability to organise workflows to meet competing demands and adaptability to a range of workplace expectations and responsibilities.
  • Excellent verbal and written communication skills in English.
  • Strong interpersonal skills and the ability to build positive relationships with all stakeholders
  • Strong digital fluency and proficiency in using a variety of computer programs and platforms.
  • Ability to use discretion with dealing with confidential and sensitive information.
  • Ability to work autonomously and be self-motivated and proactive in approaching tasks.
  • Minute-taking skills and the ability to prepare and disseminate accurate and timely reports.
  • A flexible and positive approach to the duties of the role.

We welcome and encourage applications from people of all backgrounds. Having a diverse staff body is a great strength to us as a College and one of the ways that we can help students achieve our College Mission of Living Worldwise. We do not discriminate on the basis of race, ethnicity, gender, age, disability, religion, sexual orientation, pregnancy or socio-economic status. We support family-friendly flexible working opportunities, where operational needs allow. Staff recruited locally are subject to terms and conditions of service according to local employment law.

Dulwich College (Singapore) is committed to safeguarding and promoting the welfare of all the students in our care and expects all applicants to share this commitment. We follow safe recruitment practices which are aligned to the recommendations of the International Task Force on Child Protection. We hold ourselves to a high standard of effective recruiting practices with specific attention to child protection. All appointments are subject to an interview, identity checks, criminal record checks, and successful references.

CPE Registration Number: D. Period of Registration: 09 January 2024 to 08 January 2028

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