Administrative Assistant to the Principal

CONCORDIA INTERNATIONAL SCHOOL NINGBO seeks candidates for the position of Administrative Assistant to the Principal. Under the supervision of the Principal, the Administrative Assistant to the Principal provides support to the principal in a wide range of office and school operations. 

This position is responsible for coordinating and organizing office activities and the flow of communications and information for the Principal. 

The Administrative Assistant to the Principal provides support by planning, organizing, supervising and participating in school office administrative operations; maintaining confidentiality of sensitive and personal information; and preparing and maintaining a variety of records and reports related to assigned activities.  

As the Administrative Assistant to the Principal, you will have the additional duties of supporting our foreign Principal with their initial relocation and settlement, and any arising issues.  

RESPONIBILITIES OF THE ADMINISTRATIVE ASSISTANT TO THE PRINCIPAL INCLUDE: 

• Performs diverse office-related managerial responsibilities within areas and limits of authority as delegated by the Principal.
• Coordinates and organizes office activities and coordinates flow of communications and information for the Principal.  
• Performs a wide variety of secretarial work, including typing and word processing, proofreading, filing, recording information and processing and distribution of correspondence. Handles routine issues concerning employees and students,  
• Receives and greets visitors and provides information to parents and the public; screens correspondence and telephone calls for administrator and staff.   
• Updates and maintains multiple calendars; organizes appointments and meetings and makes arrangements for school visitations and facility use. 
• Compiles information and prepares and maintains a variety of records and reports. 
• Database input; assures accuracy of input and output data.   
• Provides training and work direction to other personnel in the Principal’s Office. 
• Serves as a major program information resource person and liaison between schools, departments, the District office and other locations; disseminates accurate and timely information and direction to students, parents, staff and visitors.  
• Establishes, maintains and assures proper use of confidential files including student, personnel and payroll records. 
• Secures substitute teachers in order to assure adequate coverage for school site
• Carries out orientations for substitute personnel and provides keys and pertinent information. 
• Prepares and submits purchase orders and work orders as assigned; prepares reimbursement requests and deposits according to established procedures. 
• Composes correspondence independently or with general instruction on a wide range of school matters
• Attends and participates in assigned meetings and trainings; prepares minutes from notes.  
• Assists with planning school events and field trips as needed; arranges travel for assigned personnel as required. 
• Answers questions and resolves situations involving students, parents, public, location staff and District personnel through knowledge of school policies and general District rules and regulations.  
• Tracks and orders assigned school supplies according to established procedures and assures appropriate levels of supplies are maintained. 
• Operates a variety of office equipment including a copier, fax machine, two-way radio, computer and assigned software. Other duties may be assigned. 

QUALIFICATIONS: 

EDUCATION/EXPERIENCE:  

Any combination equivalent to:  Graduation from high school supplemented by additional training in office organization and secretarial skills. Three years of experience in increasingly responsible secretarial experience. Degree preferred. 

KNOWLEDGE OF:  

• Organizational operations, policies and objectives. 
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Modern office practices, procedures and equipment.
• Operation of a computer and assigned software.
• Telephone techniques and etiquette.
• Principles of providing training and work direction.
• Basic first aid techniques.
• Interpersonal skills using tact, patience and courtesy.
• Oral and written communication skills. 
• Excel 

 ABILITY TO:  

• Perform a variety of clerical and secretarial duties to relieve the Principal of administrative and clerical detail. 
• Learn school organization, operations, policies and objectives
• Interpret, apply and explain laws, codes, rules, regulations, policies and procedures.
• Assure smooth and efficient office operations.
• Maintain a variety of records, logs and files.
• Understand and carry out oral and written instructions.
• Compose correspondence and written materials independently or from oral instructions.
• Establish and maintain cooperative and effective working relationships with others.
• Serve as liaison between administrators, faculty, staff, students, parents and the public. 
• Meet schedules and timelines.
• Complete work with many interruptions. 
• Work independently. 
• Work confidentially with discretion.