Office Manager – Lower Elementary School
The American School of Doha
Doha
منذ 11 ساعات
source : ExploreJobs

DohaDepartment : Lower Elementary School DivisionReports : Lower Elementary School Principal and Associate PrincipalInterfaces with : Faculty, Staff, ParentsJob Classification : Local HireStatus : Non-

ExemptPosition 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 ManagementCoordinate and supervise office activities and personnel in the ES officeDelegate responsibilities to ES office staff to ensure smooth operation of divisionDevelop and promote good community relations among community membersProvide support to Lower Elementary teachers and staffManage queries and provide information about the school and school activities to parents, students and visitors by phone or written communicationsAct as a liaison between students, teachers, staff, parents and principalsImplement school policies and proceduresMaintain confidentiality regarding school and student mattersAdministrationPerform administrative / secretarial functions to the Principal and Associate PrincipalMaintain the calendar for the Principal and Associate PrincipalMake appointments and schedule and coordinate meetingsMaintain divisional mailboxesManage parent and community queries and respond to emailsProvide information about the school / divisional proceduresInform teachers of student updates and notified absencesMaintain the Event Calendar for the LES divisionUpdate the Divisional google calendarCoordinate with team leaders for scheduling grade level events on calendarSchedule and coordinate events within the Events Calendar with : Acciona, Purchasing, Security, AV Set-

upManage Room Reservations for : ES MPR, ES Presentation Room, ES Cafeteria, ES Conference RoomBookings of other ES facilitiesPrepare and send out communication from the Principal to parentsDraft / prepare official letters from ASD and proof material for errors.

Oversee Principal’s Sahifa submission.Maintain and update the LES TeneenPrepare the What’s On’ weekly communicationAdd divisional announcements to grade level and team pagesMaster ScheduleMake changes to master schedule / teacher schedulesUpdate master timetable on PowerSchool (Power Scheduler)Create new courses and sections as needed on PowerSchool (Power Scheduler)Monitor Attendance & Tardiness and run reports through PowerSchoolCoordinate withdrawal / transfer documentation and transcripts with Admissions OfficeNotify teachers of withdrawing studentsPrepare the withdrawal packets (official school records)Email student records to other schools.

Assist with transcript requestsNew AdmissionsPrepare, maintain and explain the New Students Package’ to parentsMaintain new student documentationEnroll students to assigned classes in PowerSchoolNotify homeroom teachers, specialist teachers, and counselors of new student arrivalEnter new student information in PowerSchoolUpdate class listsReport Card PreparationAssist in proofreading mid-

semester / semester report cardsPrint and file Semester 2 report cards in the student cumulative filePrint individual student MAP results from NWEA website and file in the student fileAmend historical grades as neededTeacher / Students SurveysPrepare student / teacher feedback surveys and results spreadsheetPrepare other surveys as requested by PrincipalStudent filesPrepare, collect, compile, update, fileStart of yearPrepare teacher packets (GoogleDoc)Prepare class listsMaintain accurate matrix of teacher / learning assistant assignments, rooms, numbersEnd of the yearCoordinate end of the year checkout for teachersOrganizationAssist with ASD community school events and grade level learning service projects includingCoordinating with event organizersPreparing online permission formsCommunicating to parents and teachersAssist in organizing and coordinating events for LES or LES participation in school-

wide eventsSchedule and coordinate parent events such asPrincipal's Coffee MorningsCounselor Coffee MorningsBack To School Night (BTSN)Parent Teacher Conferences / Three-

way conferencesSchedule and coordinate faculty & volunteer events such asFaculty gatherings hosted by the PrincipalsES faculty breakfastAssistants appreciation breakfastVolunteer appreciation breakfastUS embassy eventsSchedule Pret-

A-Portrait class and individual photo timings including make-up sessionsFinanceProcess purchase orders and other financial documents (e.

  • g. Petty cash reimbursement forms, direct pay requests, and other payments).Maintain and compile divisional yearly budgetEmergency ProceduresCreate / update emergency procedures information, teachers’ ID pouches, emergency clipboards in classroomsMaintain accurate emergency call listCreate and distribute homeroom lists for fire drills and other emergency proceduresUpdate and share emergency phone listServe as Fire Warden and ensure all records for evacuations are up to date and accessibleOtherCoordinate maintenance requests with AccionaPerform other related duties as assigned or requested by the Principal / Associate PrincipalProvide support to lower elementary school teachers and staffPrepare various representations of student learning data using ExcelKnowledge & SkillsCompetency to work as a member of a teamAbility 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 environmentFluency in EnglishQualifications : High school diploma, or the equivalent 2-

    4 years relevant experienceComputer literate in both Mac, PC and knowledge of MS Office SuiteFluent in the English languageExperience in a similar international and / or regional environment is an advantageRequired DocumentsAbility to obtain valid work permitPolice clearance from country of originAuthenticated educational documentsCompleted child protection and professional conduct hiring documentationDesirable skillsPrior working experience in an education office environmentRead, write and speak ArabicWorking Conditions & Physical DemandsWork typically takes place in a normal office environment requiring : SittingOperating a PC or Apple MacBook and other office equipment

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