Middle School Secretary (PRC Hire)

International School
Shanghai
May 1, 2025
Full Time
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Job Description

Position Title:    Secretary
Division:             Middle School
Supervisor:        Principal
 
Position Summary:  To assist the Middle School Principal, Assistant Principal, Counselors, faculty & students in the execution of their duties through secretarial and clerical assistance and by upholding the confidentiality of sensitive materials and information. 
 
Requirements:
Education
  • Bachelor degree majored in English, Administration or related, CET-6
  • Shanghai Hu Kou Permit
 
 Experience
  • 2 years minimum experience with Microsoft Office products-Word, Excel, Access, PowerPoint, Photo Editor, etc.
  • 2 years experience in English/Mandarin/English translation-oral and written
  • 2 years minimum experience in office administration
 
Skills
  • Guided by ethical principles and character
  • A/V and basic technology skills
  • Fluency in Chinese and English; strong communication skills in both languages
  • Excellent organizational and time management skills
  • Effective interpersonal skills-good “people” skills
  • Effective communicator
  • Self motivated with attention to detail
  • Dress professionally
  • Outgoing, not shy
  • Flexible and trainable
  • Patient with a positive outlook
  • Speaks Shanghainese dialect
  • Familiar with MAC computer
  • Knowledge of Chinese protocol, familiar with Shanghai and surrounding community
  • Likes children
 
Key Areas of Responsibility
  1. Perform Secretarial duties, as requested by the principal and assistant principal, including but not limited to:
    1. Typing, filing, copying and/or routing of correspondence.
    2. Answering the telephone, screening calls, and delivering messages as needed.
    3. Scheduling appointments for principals and parent meetings as needed.
    4. Participating various meetings when needed.
    5. Provide information to faculty & student when inquired.
    6. Providing translation as needed.
       
  2. Data and File maintenance and management
    1. Manage student attendance.
    2. Manage staff attendance for specialists teachers.
    3. Assist with the Counselors with student records, materials etc.
    4. Assist with student file and records, i.e. file report cards, individual standardized test profiles etc.
    5. Assist with power school reports as needed.
       
  3. Events planning and organization
    1. Support Grade 8 Promotion.
    2. Support Parent Connect , Back to School Night, Parent-Teacher Conferences, G5 Transition Parent Night, etc.
    3. Support Educational/field trips including data collection, contact list, itineraries etc.
    4. Support logistics for school photo days.
       
  4. Divisional and Functional support
    1. Assist with annual purchasing order.
    2. Assist with shadowing student arrangements.
    3. Assist with announcements and e-mail/WeChat group distributions.
    4. Assist with PSO events, meetings and other requests.
    5. Manage substitute teacher arrangement as needed.
    6. Administer minor first aid and oversee sick students movement to nurse as needed.
    7. Follow up on requests regarding classroom maintenance, cleaning, guards, setup etc. as needed.
       
  5. Carry out all other assignments, as assigned by the principal.

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