School Director Office Manager
As the School Director Office Manager, you will play a crucial role in supporting the smooth operation of the School and providing administrative assistance to the School Director. You will be responsible for managing the day-to-day administrative tasks of the School Director office, coordinating schedules, and assisting the School Director in various administrative functions.
This position requires a dedicated individual who is able to multitask, prioritise tasks effectively, and maintain a high level of professionalism at all times. The School Director Office Manager plays a key role in ensuring the efficient operation of the School and supporting the educational mission of the institution.
In fulfilment of all responsibilities and duties, a School Office Manager should show a commitment to the aims, policies and ethos of Him Lam International School, and strive to maintain these through personal conduct and effective relationships with colleagues and students.
I. Duties
1. Assisting the School Director
○ Assist the School Director in his daily school plans activities, and correspondence including managing his diary and scheduling appointments.
○ Support the School Director in fulfilling all daily tasks related to his office.
○ Support the School Director in planning and assigning work for School & Head office projects.
○ Coordinate meetings and events, including preparing notifications, agendas and taking minutes.
○ Interpret and translate the School Director between English and Vietnamese, and assign translation/interpretation into other languages for meetings, events and other situations and correspondence.
○ Assist the School Director in meetings with parents and deal with parents’ enquiries in the areas assigned by School Director.
○ Liaise with Student and Parent Care Department to update the School Director on any pertinent issues.
○ Assist with school communications and public relations activities.
○ Follow up tasks relating HR issues, Projects, Events, Operations, Purchases and Academic issues assigned by the School Director.
○ Minute taker for all School Director meetings, including School Leadership Team meetings.
2. Assisting Admissions process
● Coordinate with the Admissions team to confirm any interview schedules for new students and their parents.
● Coordinate with the Admissions team to obtain School Director's approval and signature for any enrollments or withdrawals.
3. Assisting in Academic
○ Ensure that the Registrars have records of all academic matters pertaining to students such as school reports, assessment results, test results... are well kept. All files must be neatly labelled and categorised accordingly.
○ To provide secretarial support to the School Director, including copying material, filing documents, composing routine correspondence and general communications, bulletins, newsletters and notices.
○ Support the School Director with student’s management if needed.
4. Overseeing office and support staff
● Overseeing Administrators (SPC & Registrars)
○ Double-check translation of school messages, letters or newsletter sending home to parents.
○ Support SPC in the review the translation of emails from teachers to parents.
○ Oversee the update of students details/ record.
II. Requirement
1. Education
● Minimum Bachelor’s Degree with background in Administration, Education or a related field
2. Experience
● Minimum of 5 years of experience in a similar manager position in an international or bilingual school setting
● Previous experience with Cambridge, MoET and International Baccalaureate curricula is a plus
3. Skills & Knowledge
○ Native Vietnamese, good communication in English and Vietnamese (desirable Korean and/or Mandarin Chinese)
○ Knowledge of school operations and administrative processes
○ Have a high responsibility, careful, have ability to work under high pressure
○ Strong organisational & time management skills with a problem-solving attitude
○ Strong communication and interpersonal skills
○ Ability to work independently and as part of a team
○ Attention to detail and accuracy in completing tasks
○ Ability to maintain confidentiality and handle sensitive information with discretion
○ Ability to use technology and school software packages effectively
○ Fluency in Microsoft Office. - e.g. Word, Excel (desirable Google Workspace)
