MS Counseling Secretary - Beijing, 中国 - Western Academy of Beijing

描述

Position: Counseling Secretary

School Section: Middle School

Supervisor/Line Manager: MS Counselors

JOB DESCRIPTION

Purpose

The MS Counseling Secretary (CS) has many varied responsibilities including assisting MS Counselors with administrative tasks and coordinating supporting documentation for students applying to other schools. The MS CS works closely with the MS SELT Executive Assistant and MS Office Coordinator to assist MS SELT, counselors, teachers, parents and students as needed.

Guidance: WAB MS Policies & Procedures

Objectives: The OC collaborates with the EA, MS SELT members, parents, students, teachers, and staff to ensure the smooth operation of all programs and activities in the Middle School section.

Operating Network

The OC works in the MS Counseling Office and reports directly to MS Counselors and MS Assistant Principal.

External: local officials, school accreditation evaluation bodies, parents, outside professionals, providers, visitors

Internal: students, WAB employees

Main Responsibilities

Communication:

• Handling enquiries and requests in person, by email, phone and/or wechat, in English and/or Chinese, as needed

• Assist MS Counselors with coordination and advertisement of parent information sessions, counseling workshops (including logistics of visits and preparing materials, confirming space and equipment, etc.)

Teamwork & Collaboration:

• Provide assistance to facilitate counseling services to students and families (escorting students to/from class to counseling office, scheduling appointments for students with teachers, scheduling parent appointments, copying and preparing resources, etc.)

• Helping manage Parent Absence Notifications, including informing appropriate staff

• Participate as a team member of the MS Administrative Support Staff

Service Excellence:

• Produce official documents (i.e. transcripts) as required (new students, leaving students, alumni)

• Carry out administrative tasks

• Liaising with parents, students, teachers and staff in finding information, solving problems, directing to the right department and/or employee

• Welcoming and supporting visitors

• Staying calm and solution oriented when supporting students and families

• Assisting Admissions in welcoming new families and students

• Coordinating placement or admissions tests for new students and/or students applying to other schools

WAB Fit:

• Demonstrating clear understanding that we are a student-centered and caring organization while maintaining healthy boundaries

• Demonstrating intercultural mindedness by understanding and respecting a wide variety of approaches in communication and problem-solving strategies

• Approaching all challenges with realistic optimism

Problem Solving:

• Helping MS Executive Assistant and Office Coordinator prepare for extraordinary events (conferences, meetings, presentations), and attending as required

• troubleshooting for students, WAB employees, parents and/or visitors with technology platforms

• Dealing with emergency situations (students in crisis, demanding or angry parents and/or employees)

Technical Expertise:

• Supporting administrative use of PowerSchool (enter data for teacher/student schedules)

• Supporting staff with researching and reporting on PowerSchool

• Effective use of Office 365 apps (Email, SharePoint, Calendars, Yammer, Forms, etc.)

• Effective use of all WAB platforms (PickAtime, website, Moodle, Blogs, etc.)

Planning & Initiative:

• Organizing and maintaining schedules and making appointments for parents and/or students who need to meet with counselors

• Maintain all files and materials relevant to counseling (counseling resources, test scores, student confidential files)

• Maintain student cumulative files and records

• Assist MS Counselors with travel arrangements for professional development or other travel as needed (local and otherwise)

• Assist with Student Leadership activities and programming

• Assist with ordering and maintaining supplies for the MS Counseling office

Attention to Detail:

• Formatting and producing accurate documents and reports

• Taking accurate minutes of meetings and planning for MS Counseling Team

• Update bulletin board(s) (new and leaving student photos, Counselors' Bulletin Board)

PERSONAL SPECIFICATIONS

The successful applicant is expected to have the following skills, abilities, knowledge and experience:

Qualifications:

• Undergraduate Degree in counseling, education or other relevant fields preferred

• Knowledge of education in general, and WAB specifically, both within and beyond the school section

• Knowledge of WAB's aims, objectives and mission and the expectations of an IB World school

Experience:

• Experience in working in education or the non-profit sector

Skills and abilities:

• Knowledge and experience in Business Administration or customer services

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

• Effective communication skills in both written and spoken English, with reasonable proficiency in Chinese and/or another language

• Ability to maintain confidentiality and discretion

• Ability to prioritize and work efficiently

• Honesty and reliability

• Self-directed and motivated

• Positive and kind disposition

• Strong aptitude in computer skills

• Excellent organization skills

• Effective collaborative skills

• Willingness to learn

Aligned with the recommendations of the International Task Force on Child Protection, WAB holds itself to a high standard of effective recruiting practices with specific attention to child protection.