Western Academy of Beijing
Job Description and Person Specification
Position: WABX Administrative Assistant
Supervisor/Line Manager: Athletics and Activities Director
Operating six days a week, the WABX Department deals on a regular basis with the entire MS and HS student body and parents. The department also has limited interaction with ES families. With over 600 activities offered to MS & HS during the course of the year, around 45 international trips and 7-8 major event hosts a year, the WABX Office administration requirements are significant.
The WABX Administrative Assistant supports the Athletics and Activities Director and Assistant Director in the daily operations of the WABX Office. The role is responsible for office administration, travel coordination, registration systems, records management and communications, and is a focal point for information about programs, trips and student information.
Guidance: WABX Procedures Handbook
Objectives: Responsible for the administration and flow of information regarding activities, opportunities, and registration, activity rosters, student and coach records, travel, trips and special events.
The WABX Administrative Assistant works as a focal member of the WABX team, and is responsible to the Athletics and Activities Director.
External: Visiting students / staff / parents / officials / coaches, vendors, travel agents, airlines, hotels, partnership providers.
Internal: WAB departments (WABX, Security, Properties, Publications, Communications, Transportation, Student Services, Finance, Nursing), students, parents, staff.
Office Hours and Coverage
Depending on the day's activities, one Administrative Assistant is required to remain in the office until 5:45 PM after school. The assistant taking the later shift may arrive later in the day; the other may arrive early and depart slightly earlier. All such hours are negotiated between the two assistants.
Carefully monitors the details and quality of one's own work, ensuring accuracy and timeliness.
Recognizes the importance of accurate information required for tasks such as student tracking, finances, visas, passport validity, flight bookings, student medical records and emergency details.
Looks to future calendar events to ensure planning is completed on time.
The successful applicant is expected to have the following skills, abilities, knowledge and experience:
Experience in workflow management, including the development and use of checklists, protocols, and systems to ensure efficient and consistent office operations.
Western Academy of Beijing is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and volunteers to share this commitment.We particularly welcome applications from under represented groups including ethnicity, gender, transgender, age, disability, sexual orientation or religion.
