Office Manager - Lower Elementary School
AMERICAN SCHOOL OF DOHA
Doha, Qatar
منذ 1 يوم

Position Summary :

This position is responsible for the smooth and efficient operation of the Lower Elementary School (LES) administrative office.

The incumbent serves as an administrator and supports the Principal and Associate Principal and supervises the ES Office Coordinators.

The appointee is responsible in the provision of support services for students, parents, teachers and staff and for handling sensitive documents such as student records, teacher files and other confidential communication.

Duties and Responsibilities :

Office Management

  • Coordinate and supervise office activities and personnel in the ES office
  • Delegate responsibilities to ES office staff to ensure smooth operation of division
  • Develop and promote good community relations among community members
  • Provide support to Lower Elementary teachers and staff
  • Manage queries and provide information about the school and school activities to parents, students and visitors by phone or written communications
  • Act as a liaison between students, teachers, staff, parents and principals
  • Implement school policies and procedures
  • Maintain confidentiality regarding school and student matters
  • Administration

  • Perform administrative / secretarial functions to the Principal and Associate Principal
  • Maintain the calendar for the Principal and Associate Principal
  • Make appointments and schedule and coordinate meetings
  • Maintain divisional mailboxes
  • Manage parent and community queries and respond to emails
  • Provide information about the school / divisional procedures
  • Inform teachers of student updates and notified absences
  • Maintain the Event Calendar for the LES division
  • Update the Divisional google calendar
  • Coordinate with team leaders for scheduling grade level events on calendar
  • Schedule and coordinate events within the Events Calendar with :
  • Acciona, Purchasing, Security, AV Set-up
  • Manage Room Reservations for :
  • ES MPR, ES Presentation Room, ES Cafeteria, ES Conference Room
  • Bookings of other ES facilities
  • Prepare and send out communication from the Principal to parents
  • Draft / prepare official letters from ASD and proof material for errors.
  • Oversee Principal’s Sahifa submission.
  • Maintain and update the LES Teneen
  • Prepare the What’s On’ weekly communication
  • Add divisional announcements to grade level and team pages
  • Master Schedule
  • Make changes to master schedule / teacher schedules
  • Update master timetable on PowerSchool (Power Scheduler)
  • Create new courses and sections as needed on PowerSchool (Power Scheduler)
  • Monitor Attendance & Tardiness and run reports through PowerSchool
  • Coordinate withdrawal / transfer documentation and transcripts with Admissions Office
  • Notify teachers of withdrawing students
  • Prepare the withdrawal packets (official school records)
  • Email student records to other schools.
  • Assist with transcript requests
  • New Admissions
  • Prepare, maintain and explain the New Students Package’ to parents
  • Maintain new student documentation
  • Enroll students to assigned classes in PowerSchool
  • Notify homeroom teachers, specialist teachers, and counselors of new student arrival
  • Enter new student information in PowerSchool
  • Update class lists
  • Report Card Preparation
  • Assist in proofreading mid-semester / semester report cards
  • Print and file Semester 2 report cards in the student cumulative file
  • Print individual student MAP results from NWEA website and file in the student file
  • Amend historical grades as needed
  • Teacher / Students Surveys
  • Prepare student / teacher feedback surveys and results spreadsheet
  • Prepare other surveys as requested by Principal
  • Student files
  • Prepare, collect, compile, update, file
  • Start of year
  • Prepare teacher packets (GoogleDoc)
  • Prepare class lists
  • Maintain accurate matrix of teacher / learning assistant assignments, rooms, numbers
  • End of the year
  • Coordinate end of the year checkout for teachers
  • Organization

  • Assist with ASD community school events and grade level learning service projects including
  • Coordinating with event organizers
  • Preparing online permission forms
  • Communicating to parents and teachers
  • Assist in organizing and coordinating events for LES or LES participation in school-wide events
  • Schedule and coordinate parent events such as
  • Principal's Coffee Mornings
  • Counselor Coffee Mornings
  • Back To School Night (BTSN)
  • Parent Teacher Conferences / Three-way conferences
  • Schedule and coordinate faculty & volunteer events such as
  • Faculty gatherings hosted by the Principals
  • ES faculty breakfast
  • Assistants appreciation breakfast
  • Volunteer appreciation breakfast
  • US embassy events
  • Schedule Pret-A-Portrait class and individual photo timings including make-up sessions
  • Finance

  • Process purchase orders and other financial documents (e.g. Petty cash reimbursement forms, direct pay requests, and other payments).
  • Maintain and compile divisional yearly budget
  • Emergency Procedures

  • Create / update emergency procedures information, teachers’ ID pouches, emergency clipboards in classrooms
  • Maintain accurate emergency call list
  • Create and distribute homeroom lists for fire drills and other emergency procedures
  • Update and share emergency phone list
  • Serve as Fire Warden and ensure all records for evacuations are up to date and accessible
  • Other

  • Coordinate maintenance requests with Acciona
  • Perform other related duties as assigned or requested by the Principal / Associate Principal
  • Provide support to lower elementary school teachers and staff
  • Prepare various representations of student learning data using Excel
  • Knowledge & Skills

  • Competency to work as a member of a team
  • Ability to work independently with a minimum of supervision; follow oral and written instructions; and interact with staff in a helpful, courteous and friendly manner, demonstrating sensitivity to, and respect for, a diverse population.
  • Ability to work effectively under pressure with the ability to multitask, organize, take initiative and provide quality on-time delivery.
  • Ability to adapt to change in a fast-paced environment
  • Fluency in English
  • Qualifications :

  • High school diploma, or the equivalent 2-4 years relevant experience
  • Computer literate in both Mac, PC and knowledge of MS Office Suite
  • Fluent in the English language
  • Experience in a similar international and / or regional environment is an advantage
  • Required Documents

  • Ability to obtain valid work permit
  • Police clearance from country of origin
  • Authenticated educational documents
  • Completed child protection and professional conduct hiring documentation
  • Desirable skills

  • Prior working experience in an education office environment
  • Read, write and speak Arabic
  • Working Conditions & Physical Demands

    Work typically takes place in a normal office environment requiring :

  • Sitting
  • Operating a PC or Apple MacBook and other office equipment
  • قدِّم طلب ترشيحك
    أضف الى المفضلات
    إزالة من الإشارات المرجعية
    قدِّم طلب ترشيحك
    بريدي الالكتروني
    بالضغط على "واصل" ، أعطي موافقة نيوفو على معالجة بياناتي وإرسال تنبيهات إلي بالبريد الإلكتروني ، على النحو المفصل في سياسة خصوصية لـ نيوفو . يجوز لي سحب موافقتي أو إلغاء الاشتراك في أي وقت.
    واصل
    استمارة الطلب