Academics Admin Assistant

HFSE INTERNATIONAL SCHOOL PTE. LTD.; Singapore; On-site; SGD 33,000 - 60,000; Full time

Job summary

HFSE INTERNATIONAL SCHOOL PTE. LTD. is seeking an organized Administrative Assistant to support the academic department. You will handle scheduling, filing, and day-to-day tasks to keep operations running smoothly.

Responsibilities include maintaining student records, assisting with attendance, grades, transcripts, and coordinating exams and events while safeguarding confidentiality. You will liaise with students, parents, teachers, and staff with a professional approach.

Qualifications

• Diploma or bachelor's degree in admin, education, or related field.
• Minimum 2 years in administrative roles, preferably in an academic environment.
• Experience with student records and supporting academic staff is a plus.
• Proficient in MS Office and other office software.
• Strong verbal and written communication skills.
• Professional communication with students, parents, and staff.
• Excellent organizational and multitasking abilities with attention to detail.

Responsibilities

• Assist day-to-day administrative tasks in the academic department, including scheduling meetings and filing documents.
• Maintain and update student records (attendance, grades, progress reports) in the school database.
• Liaise between students, parents, teachers, and staff, answering inquiries promptly.
• Assist in preparing and managing the academic calendar, including exams, timetables, and events.
• Coordinate examination materials and assess schedules and grade submissions.
• Prepare academic documents such as reports, letters, and transcripts with accuracy and confidentiality.
• Oversee inventory and ensure classrooms and offices are stocked with materials.
• Manage the school’s academic databases with accurate data and timely updates.
• Organize school academic events such as parent-teacher meetings and trips.
• Provide administrative support to academic staff, including scheduling meetings and coordinating activities.

Skills

Communication skills

Organizational skills

Attention to detail

Multitasking

Education

Bachelor's or Diploma in Admin/Edu

Tools

Microsoft Office

Job description

JOB QUALIFICATIONS:

• Diploma or Bachelor's degree in Business Administration, Education, or a related field.


• Minimum 2 years of experience in administrative roles, preferably in an academic or educational environment.


• Experience in handling student records and supporting academic staff is an added advantage.


• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.


• Strong verbal and written communication skills.


• Ability to communicate effectively with students, parents, and staff in a professional manner.


• Excellent organizational and multitasking abilities, with a keen attention to detail.

JOB DETAILS:

• Assist in managing day-to-day administrative tasks within the academic department, including scheduling meetings, maintaining records, and filing documents.


• Maintain and update student records, including attendance, grades, and academic progress reports in the school’s database.


• Serve as a liaison between students, parents, teachers, and administrative staff, handling inquiries and providing necessary information promptly.


• Assist in the preparation, distribution, and management of the academic calendar, including organizing exams, timetables, and school events.


• Coordinate examination materials, distribute exam schedules, and assist in the organization of assessment processes and grade submissions.


• Assist in preparing academic-related documents, such as reports, letters, and student transcripts, ensuring accuracy and confidentiality.


• Oversee inventory and ensure that classrooms and academic offices are stocked with necessary materials, such as textbooks, stationery, and other educational supplies.


• Manage and maintain the school’s academic databases, ensuring data accuracy and timely updates.


• Assist in organizing school academic events, such as parent-teacher meetings, school trips, and other academic functions.


• Provide administrative support to academic staff, such as scheduling meetings, compiling teaching materials, and coordinating academic activities.