Middle School Secretary (10.5 months)

Hong Kong International School (HKIS) serves over 2,800 Reception 1 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 40 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:

Provide secretarial and administrative support to the Student Services Office Team as well as the Middle School Principal’s Office.

KEY AREAS OF RESPONSIBILITY

Administrative Support:

• Provide timely and effective administrative support to ensure that the Counselors and Learning Specialists are kept well-informed and prepared to perform their respective responsibilities.
• Provide support to ensure day to day operation of the Student Services Office runs smoothly so that the needs of parents, students, faculty, and staff are met. This includes managing boarding school and summer school applications and paperwork for student transfers as well as for the Hong Kong Education Bureau (e.g. EDB grant forms)
• Schedule appointments and ensure calendars are properly maintained and updated for the Counselors and Learning Specialists.
• Maintain the Student Services budget.

Student Attendance and Data Management:

• Manage and update the PowerSchool attendance database.
• Monitor student attendance and report absences to faculty on a timely basis.
• Follow up with parents and students as necessary (e.g. unexcused absences).
• Monitor and assist in the signing in and out of students who arrive and leave school at special times. Issue student passes (e.g. early dismissal, late arrival) as necessary.
• Monitor and assist in supporting planned absences.

Substitute Coordination:

• Arrange substitutes on a timely basis to ensure that faculty and teacher assistant absences are appropriately covered.
• Maintain an updated list of qualified subs with contact details.
• Ensure absences have been properly recorded through the system (iLeave).
• Prepare and ensure the accuracy of monthly substitute reports for the Principal’s approval and payroll.
• Prepare any other reports and/or information as requested.

Event Organization and Planning:

• Plan, organize, and/or assist with events (e.g. Back-to-School Night, Conferences, orientation sessions, parent coffee and parenting course sessions), liaising with various departments, including Facilities Management and Food Services, and personnel to ensure proper arrangements are made and the function runs smoothly.
• Prepare and/or assist with materials necessary for meetings to ensure effective and efficient meetings.

Office Area Management:

• Oversee, Maintain, and Coordinate Office Space (Student Services Center) to be accessible to all stakeholders.
• Maintain Student Services Office Supplies and Equipment.
• Answer phones and greet visitors to the Student Services Center.
• Support the Middle School Health Office.
• Manage student lost and found items, (e.g. student ID cards and octopus cards)

Other Duties As Required:

• Undertake other duties and functions as required that will impact and strengthen the contributions of the Middle School and overall operations of the school.
• Support the work of the other Middle School Office team members as needed.

MINIMUM REQUIREMENTS AND QUALIFICATIONS

Education:

• Completed secondary education
• Secretarial training or relevant experience

Experience:

• Minimum 3 years of secretarial experience

Required Skills:

• Proficient in both spoken and written English and Cantonese; Mandarin proficiency is desirable.
• Organizational & Interpersonal Skills: Strong organizational, multi-tasking, and interpersonal skills, with the ability to work independently and manage time effectively.
• Technical Proficiency: Proficient with Microsoft 365, database applications, and web page management tools, and capable of learning new software and systems, including student management systems.
• Customer Service & Communication: Excellent customer service, communication, and interpersonal skills, effective at different levels including students, parents, and faculty.
• Problem-Solving & Analytical Skills: Strong problem-solving and analytical skills, with a high level of initiative, independent judgment, and confidentiality.
• Collaboration & Flexibility: Strong collaborator with the ability to pivot when the situation requires it.