Keystone Academy

Job Description and Person Specification

Position: Residential Life Administrative Assistant

School Section: High School Divisions

Reports to: Dean of Residential Life

Qualifications: Bachelor’s degree

Period of Appointment: Full-time

JOB DESCRIPTION

Role Description / Working Relationships

The Residential Life Administrative Assistant works closely with the Deans f Residential Life to provide administrative support. He/She helps them to manage their workloads and to make the best use of their time by dealing with their secretarial and administrative tasks. Discretion and confidentiality are essential attributes for this position, as will be a full and committed understanding of the mission and vision of Keystone Academy. A willingness to engage personally in the residential life program will be an asset.

Summarized Job Responsibilities

The Administrative Assistant’s responsibilities include, but are not limited to, the following:

· Reach data management.

· Manage student leave requests, late return requests, student whereabouts, and boarding student trips in Reach.

· Manage boarders’ data in Powerschool.

· Managebac setup for residential life report uploads. In charge of residential life email.

· Handling enquiries and requests related to the Keystone Residential Program;

· Assisting with paperwork, documents and electronic files related to boarding students, such as weekend passes, room signs, inspection sheets, posters, permission forms, breakfast check, name lists, etc.;

· Assisting with organizing residential life events;

· Ordering and coordinating buses for school trips;

· Assisting with producing documents, reports and presentations;

· Liaising with parents, students and other staff departments;

· Assisting with arranging students’ travel plans for breaks;

· Assisting with sending report and claim forms to the Human Resources Department at the end of the month;

· Assisting with translation both oral and written.

• Assisting with boarding orientation days
• Assisting with weekend programs
• Helping to onboard international students.

Qualifications

• Bachelor’s Degree or above

Preferred Experience

• Experience working in both Chinese and English-speaking environments

• Previous work experience in a school environment
• Translation skills in Chinese and English.

Preferred Skills

· Enjoy working with students

· Honesty and reliability

· Capacity to understand and enjoy the special nature of residential life in a school

· Strong command of both oral and written English

· Ability to establish effective working relationships with staff, students and parents

· Detail-oriented

· Good communication skills

· Strong computer skills

· Substantial organizational skills including filing and record keeping

· Flexibility and the ability to manage a range of different tasks simultaneously.

Detailed job description:

Everyday work:

Reach management: approve pass; check and clear student’s location and remind duty teachers; check roll call of last night’s and remind duty teachers; update data such as keycard number and room number; update “students of concern form” based on the dorm log. Takes about 1 hour or 2 hours on average.

Reply email

Office work assigned by leaders: about 1.5 to 2 hours per day, mainly res life work assigned by Amanda and Nehemiah. Such as call students in, communciate with different departments for confirmation, scheduling meeting, create agenda.

Dealing with students: including but not limited to redeem rewards tickets, stamp on posters, manage elevator cards sign-out and sign-in process.

,second tech questions, leave-related question.

Answer parent’s call: depends on the question, usually not very time consuming.

Organize meeting in outlook

Refresh reach machine in dining hall

Routine work (appears very often but not every day):

Translation: : Mainly parent letter and behaviour contract. Takes 30 minutes to finish one. Sometimes translate for parents meeting but not very often.

Sending notifications: broad cast to parents through power school. Takes more than 1 hour; emails/ hub post to students would take about 30 minutes; very simple email or reminder will take less than 10 minutes.

Wake up students: 30-40 minutes, take turns with colleagues.

Update/retrieve data from power school

Authenticate res life email

Annual work:

Floor map finalization; power school data import; ManageBac setup for report upload.