Counseling Secretary

The Secretary assists the Dean of Student Life, Personal-Academic Counseling (PAC) Department Chair, and Deputy Principals with a range of matters regarding the welfare and discipline of students. She/He is responsible for maintaining all systems relating to student attendance and also supports the Dean of Student Life by providing assistance when needed (e.g., project support, attendance data reports, calendar management, and appointment scheduling).

**Typical Duties**:

- Oversees student attendance systems:

- Ensuring correct data entry of students’ absences/tardies
- Calling parents/guardians regarding students’ absences
- Run attendance reports on a regular basis
- Support the Dean of Student Life with notifications related to potential loss of credit due to absences
- Maintains strict confidentiality of all students’ records
- Records and sends students to the Dean of Student Life or high school office for disciplinary action when they cut classes/absence without reasons
- Support the Dean of Student Life with notifications related to discipline
- Oversees Senior Privilege system:

- Manage the system of issuing Senior Privilege
- Issuance of Senior Privilege cards for late arrival & early departure
- Sends parents’ messages to classrooms for students
- Receives and assists parents and visitors promptly and courteously
- Prepares all students gate passes for early dismissal and tardy passes for late check in
- Assists parents and students with PowerSchool, Veracross, and other queries
- Assists and supports Heads of House and Advisory Team with logístical and administrative duties (e.g., project support, reserving spaces)
- Offers logístical support for presentations, gatherings, and workshops organized by members of the PAC team or the Dean of Student Life (e.g., Implicit Bias training for general club leaders)
- Maintains all records, correspondence, etc. in a well organized and accessible manner
- Ensures compliance with all school policies and procedures as related to the job responsibilities of this position
- Assists the PAC secretary and other counseling office staff during absences
- Assists other members of the office team as necessary and as workload permits
- Performs other duties and functions as assigned by the Dean of Student Life, PAC Department Chair, and Principals

The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor.

Skills/Requirements

**Required Qualifications**:

- Diploma from a recognised polytechnic or equivalent.
- Good public relations skills with knowledge of and experience with the U.S. Program on education, curriculum, admissions, activities, and facilities will be advantageous
- General office and clerical skills required, with strong attention to detail.
- Experience using computerized systems.
- Positive work attitude and willingness to take initiative, and has a can-do attitude.
- Flexible approach to collaborating and ability to work cooperatively and provide assistance as necessary to other members of the administrative office team.