Elementary School Secretary

Job Description

• Bachelor degree majored in English, Administration or related, CET- 4 preferred
• Shanghai Hu Kou Permit Preferred

• 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

• 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

• Outgoing, not shy
• Flexible and trainable
• Patient with a positive outlook
• Speaks Shanghainese dialect
• Knowledge of Chinese protocol, familiar with Shanghai and surrounding community
• Likes children

1. Perform secretarial duties, as requested by the principal and assistant principal, including but not limited to:
   1. Typing, filing, copying, notes taking and/or routing of correspondence
   2. Scheduling of appointments for Principal, Counselors and student review team
   3. Answering the telephone, screening calls, and delivering messages as needed
   4. Schedule parent-teacher meetings as needed
   5. Contact parents who are late for pickup and watch their children.
   6. Deliver documents to other departments and pick up mails from school reception.
   7. Lock and unlock the office areas and turn off the office equipment.
   8. Assist with lost and found requests.
   9. Provide translation services as needed.
       
2. Data and file maintenance or management:
   1. Manage Aspen for students attendance records, class schedules, report cards etc.
   2. Prepare and maintain student cumulative folders and records, i.e. file report cards, individual standardized test profiles, etc.
   3. Maintain the division inventory like forms, supplies, “Grab and go bags” etc.
       
3. Events planning and organization:
   1. Support field trips arrangement.
   2. Support the orientation day.
       
4. Divisional and functional support:
   1. Assist the principal, assistant principal and counselors with regard to admissions and school leaving procedures and records, i.e. forms, appointments, requesting records, printing report cards, student data placement etc.
   2. Follow up on requests regarding classroom maintenance, cleaning, guards, setups etc.
   3. Support the employee evaluation process including scheduling meetings, collecting and scan forms etc.
   4. Administer minor first aid and oversee sick student movement to nurse as needed.
   5. Manage Substitute teacher arrangements for Mandarin teacher, Teacher Assistant and Grade level Assistant,
   6. Assist with annual purchasing order.
       
5. Carry out all other assignments, as assigned by the principal.