GTIIT Affiliated International School

Job Post - Administrative Coordinator

Position Description

The Administrative Coordinator reports to and is supervised by the international school’s Director. He/she is responsible for the coordination and successful functioning of the non-educational aspects of the school. Initially, the Administrative Coordinator will be solely responsible for the functioning of many areas, such as HR, facilities, and operations. As specialized departments and staff are added in future years as the school grows, the Administrative Coordinator’s work functions will be reallocated appropriately. The successful candidate is flexible in nature and able to respond to an ever-evolving environment as the school is established.

Required Qualifications

· Bachelor's degree or above

· 3 years of experience in related administrative work (school-based experience is a plus)

· Bilingual in both English and Mandarin, with strong 2-way translations skills

Preferred Attributes

· A skilled relationship builder

· Professional in verbal and written communication

· Experienced in a Western workplace

· Proficient with technology, particularly with Microsoft tools (Office, Excel and 365 online tools)

· Trustworthy in handling confidential information

· Efficient, organized, flexible, and detail-oriented

· An active learner

Primary Responsibilities

1. Communication

· Build relationships with GTIIT, coordinating and facilitating work, ensuring positive collaboration;

· Manage government communications, policy alerts, and translation, and ensuring Director is well informed on such items;

· Coordinate and facilitate communications between Director and Chinese community members, providing translation as needed;

· Assist in ensuring AIS has a strategic communication framework and consistent approach for marketing and communicating to schools, community, the media, and general public;

· Advance the interests of the school and students in communications with the local community and international school network.

2. Admissions & Registrar

· Coordinate and lead student admissions in line with school and government policies, regulations, and procedures;

· Oversee the maintenance of student files, including new, withdrawn and enrolled students, upholding student data privacy standards;

· Ensure distribution lists for school-family communications are accurate at all times.

3. Operations and Facilities

· Identify, vet, and arrange favorable contracts with local vendors for services required, and maintain strong relationships with local vendors (bus, uniforms, canteen);

· Maintain office supplies and equipment, supervise school supply orders;

· Ensure school campus is properly maintained, arrange for necessary repairs and improvements;

· In conjunction with finance personnel, ensure office expenditures are properly recorded and the expenditures are within budget;

· Ensure both AIS, relevant GTIIT, and Education Bureau policies and regulations are properly observed;

· Maintain Director and School master calendars, book and manage school appointments and events.

4. Human Resources

· Assist the Director in HR tasks such as recruiting, hiring, orientation, training, and work allocations, overseeing the hiring of local staff;

· Manage and evaluate the local administrative / non-educational staff, following the school’s evaluation protocol and ensuring all work goals are favorably met;

· Coordinate local staff in assisting overseas staff with everyday needs, such as making appointments, contacting drivers, accepting deliveries;

· Arrange team-building expeditions, care packages, holiday celebrations, birthday wishes, etc. for staff members;

· Manage overseas staff on-boarding process, including work permits, foreign expert certificates, residence permits, etc.;

· Oversee acquisition and coordination of overseas faculty housing, furnishing, and care packages;

· Maintain all human resource records to protect against legal risks;

· Ensure all AIS policies and procedures are up to data and in line with current employment law, and keep Director well informed.

5. Perform all other duties as designated by the Director and his/her assignee.

Application Information                                                                   

Please send your English and Chinese CVs to hr@gtiit-bilingual.org in the format of name + position. Only qualified candidates will be contacted.