High School Administrative Associate
4 hours ago
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.
Skills/Requirements
**Minimum Qualifications**:
- 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
- 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.
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