HIGH SCHOOL ADMINISTRATIVE ASSISTANT
Reports to: IB Coordinator and CAS/ASA Coordinator, HS Principal
Scope of Work
The job includes supporting the administration of the school’s IB and community service programs,
while contributing to the efficient running of the High School Office. The scope of work includes
but is not limited to liaising with students, parents, and other school personnel, helping to ensure
that an organized and welcoming environment is created, and providing timely feedback and
effective communication.
General Duties
• Prioritize work to be completed each day
• Attend to community members needing assistance relating to IB and CAS/ASA
administrative issues and refer to respective coordinator as appropriate, including
• Schedule appointments and help to maintain an effective two-way channel of
communication between the coordinators, students, teachers and parents
• Follow up on families whose files/ documentation are incomplete
• Organize the front desk so that files and keys are available in case of the absence of
colleagues
• Report technology-related issues to proper personnel
• Become efficient with communication and reporting systems, maintaining timelines and
providing feedback to staff
• Perform other duties that may enhance the efficient operations of the high school
principal’s office
• Update electronic documents for staff and maintain/ update hard copy forms in the office
• Maintain current mailing lists on the computer
• Type and distribute all correspondence memos and announcements to parents and
teachers
• Receive and respond to all messages and telephone calls
• Assist CAS/ASA coordinator in the preparation of stipends and budgets
• Assist in the preparation of service learning projects such as transport, registers and
communication with parents
• Plan information packages for CAS and service learning booklets for distribution in the ES,
MS and HS
IB specific duties
• Send courier packages containing important IB-related documents and distribute student IB
transcripts
• Support the specific IB-related needs of teachers, such as OCC registration, workshop
information and registration
• Prepare information packets and handouts for IB teacher, parent and student meetings/
workshops. including helping with arranging logistics such as room bookings and
refreshments
• Manage online IB candidate registration and oversee financial accounting procedures
• Organize, copy and transmit all internal assessment materials
• Communicate with teachers to ensure that all timelines and deadlines are respected
• Support the organization, coordination, and conduct of IB exams
• Manage IB course materials, including placing orders of exam materials as needed and
make copies and distribute to IB faculty as appropriate; maintain a filing system for IB
materials
• Be the on-campus contact during the months of June and July and liaise with the IB
Coordinator via email to resolve any IB-related issues after the release of IB results
CAS/ASA/specific tasks
• Follow up on families whose files/ documentation are incomplete
• Organize the front desk so that files and keys are available to the principal in case of the
absence of the administrative assistant colleagues
• Follow through on technology problems
• Prioritize work to be completed each day
• Perform other duties that may enhance the efficient operations of the high school
principal’s office
• Maintain an accurate filing system for CAS both electronic and paper
• Maintain HS/MS databases for non-sporting activities, including the co curricular program
and service learning program
• Enter club attendance records
• Prepare reports for CAS students
• Plan information packages for CAS and service learning booklets for distribution in the MS
and HS
• Prepare a co curricular calendar at the beginning of the year
• Maintain student information centers and posting boards around campus and in front of
the HS office
Required Qualifications and Attributes
• Minimum of O level education
• Diploma from a reputable secretarial college
• Minimum of 5 years secretarial experience in a busy office to a senior manager
• Strong IT competences in MS Word, Excel, PowerPoint and email systems
• Excellent Keyboard skills that permit rapid and accurate turn-around on documents
• Outstanding Time-Management and Organizational skills
• Outstanding interpersonal skills, in particular the ability to remain calm and positive when
dealing with the public
• Self motivated and able to work both individually and collaboratively with others
• Ability to effectively complete a large and diverse workload under pressure
• Ability to present a professional and confidential approach
Preferred Qualifications
• Bachelors degree
• Experience working for a senior manager
• Ability to speak and write Kiswahili
• Experience working in a multicultural environment
Qualified candidates should send their C.V., letter of interest, references or reference contacts to
hrmanager@isk.ac.ke no later than August 18, 2011