Academics Admin Assistant

HFSE International School; Singapore; On-site; SGD 36,000 - 58,000; Full time

Job summary

HFSE International School is seeking an Administrative Assistant to support the academic department with day-to-day tasks, record-keeping, and liaison activities with students, parents, teachers, and staff.

The role includes assisting with the academic calendar, exams, timetables, and school events, while ensuring accuracy and confidentiality of records in the school database.

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.

Responsibilities

• 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.

Skills

Office software

Communication skills

Organizational skills

Administrative support

Customer service

Education

Bachelor's degree

Diploma

Tools

MS Office Suite

School database software

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.