Upper Primary Secretary (10.5 months)

Hong Kong International School (HKIS) serves over 3,000 Reception 1 (Pre-K) through Grade 12 students from around the world. HKIS is an American, Christian school in an international setting, and a culturally diverse community of more than 45 nationalities. We believe in and live out our Mission statement:

Dedicating our minds to inquiry, our hearts to compassion, and our lives to service and global understanding

An American-style education, grounded in the Christian faith, and respecting the spiritual lives of all

We are currently recruiting for the following position:

Upper Primary Secretary (10.5 months)

Provide administrative and secretarial support to Upper Primary Principal, Associate Principals, Executive Secretary and Faculty to ensure the efficient operation of the Upper Primary Administrative office.

KEY AREAS OF RESPONSIBILITY

Secretarial and Administration: 

• Provide effective secretarial and administrative support to the UP Associate Principal(s).
• Set up various meetings for curriculum, student council, chapels, assemblies, faculty meetings and prepare materials for meetings as required.
• Answer any general enquiries from parents, students and faculty.
• Maintain, update and approve digital TVs/LCD screens (e.g. birthdays with student photos).
• Responsible for the front desk reception, logging in students' late arrivals and early dismissals, managing HKIS inventory and cash receipts of Dragon Shop consignment items, receiving deliveries and visitors to campus.
• Vet and issue student walker passes.

Student Services Support:

• Provide support to counselors, learning specialists, school Psychologist and health office.
• Work with UP counselors to organize the UP Student Ambassador program and coordinate with the Admissions office any on campus tours.
• Provide secretarial and administrative support to Student Council and other student activities.
• Work with the supervisor and student council to plan and organise various fundraising events.
• Coordinate the advertising and logistics of UP events.

Faculty Support:

• Liaise with faculty on classroom and curriculum needs e.g. ordering and purchasing of curriculum books, barebooks and stationery.
• Act as UP Social Committee coordinator (facilitate faculty social events and maintain UP Sunshine Fund account).
• Duty coverage as required.

Purchasing:

• Liaise with the Finance and Purchasing Office on purchase requests, including curriculum book orders and general purchase orders to ensure classroom supplies are ordered and delivered on time.
• Assist with budget preparation, issuing PRs, etc.

Events:

• Collaborate with members of faculty to coordinate faculty events and other special projects.
• Organise School functions, coordinate scheduling for Photo Days, Back to school night (e.g. End-of-Year Celebration, Christmas Gathering and Faculty Gatherings). Organise the venue, catering and transportation.

Other: 

• Sorting and distribution of HKIS ID cards for students/parents, Lost & Found items.
• Undertake any other duties and functions as required which will help impact and strengthen the contributions of the division and improve overall operations.
• Any other duties/supervision of students that may arise as a need during the school year.

MINIMUM REQUIREMENTS AND QUALIFICATIONS

Education:

• Completed secondary education. Secretarial training or relevant experience.

Experience:

• 3+ years of relevant experience

Required Skills:

• Proficiency in Google Suite including Google Drive, Google docs and sheets. Microsoft office (Word, Excel, PowerPoint, Teams, Outlook), internet applications and familiar with Apple programs.
• Excellent communication skills with the ability to interact with parents, faculty and students efficiently and effectively.
• Fluent in English, Chinese (Cantonese and/or Mandarin) is preferred.
• Team player with good interpersonal skills and a friendly welcome to the UP..
• Ability to multitask and work independently with attention to detail.
• Display initiative and the ability to be a self starter with projects in support of the division.
• Good time-management skills, able to prioritize and complete assigned tasks within set timeline.

We invite you to learn more about our school and discover for yourself career opportunities in our remarkable HKIS community at www.hkis.edu.hk

Interested candidates please forward your updated resume together with a cover letter and references by clicking the “Quick Apply” button.

We look forward to hearing from you!

The information provided will be treated in strict confidence and be used only for consideration of your application for relevant / similar posts within the Group/ Company.