School Administration Manager (Preschool)

GESS; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading international education institution in Singapore is seeking a School Administration Manager (Preschool) to oversee operations and enhance communication between the preschool, academic departments, and parents. The ideal candidate has significant experience in administration and strong interpersonal skills. This role involves managing complaints and supporting families to improve their experience with the school. Join a diverse community focused on providing high-quality education.

Qualifications

• 5+ years proven experience working in an office environment.
• Management experience preferred.
• Cultural understanding with stakeholders of different nationalities.

Responsibilities

• Oversee comprehensive administrative support across the preschool.
• Manage communication between preschool director, departments, and parents.
• Handle complex complaints and enhance family relationships.

Skills

Excellent communication

Interpersonal skills

Problem-solving

Customer complaint handling

Multi-tasking

Education

Diploma/bachelor's degree in business administration

Tools

Microsoft Office

CRM database systems

Job description

About GESS

As one of the leading international schools in Singapore, GESS is home to students from over 70 nations worldwide. We are for many families the home away from home and we are very happy that they are part of our school community which is based on mutual support and solidarity. With our language programme, we support our students to nurture this part of their identity and want to preserve the opportunity that they can grow up with multiple languages to be best prepared for an international environment. With the German International Abitur or the IB Programme they are perfectly prepared for their career after school. Our students enjoy lifelong learning and we take pride in our GESS values of respect, openness and diversity which our students will nurture in their life after school.

We were awarded with the “Deutsche Schulpreis” (German school prize) 2022, which was given to us for our extraordinary concept according to their motto “Make teaching better”. We stand out as the only German school abroad nominated for this award.

Job Purpose

The School Administration Manager (Preschool) is primarily responsible for overseeing comprehensive administrative support across the preschool, ensuring efficient operations and enhanced communication between preschool director, academic departments and parents. This role includes strategic leadership of the School Services team (Preschool), management of academic and non-academic events, and coordination of communications. The Manager will also play a key role in supporting parents with non-classroom matters, aiming to improve the overall family experience and ensure effective resolution of inquiries and issues at a managerial level.

This role reports functionally to the Director of Preschool and administratively to the Head of School Services.

Key Accountabilities

Team Leadership

• Leadership and Oversight: Oversee the School Services team, ensuring high standard administrative support are maintained across the school. Directly manage task delegation and project assignments within the team.
• Strategic Support: Work closely with Preschool Director and the Head of School Services to develop and implement strategic administrative initiatives and SOPs.
• Senior Communication Role: Manage preschool-wide communication efforts to ensure consistency and clarity across all departments and sections in terms of SOP and community-wide messages.
• Advanced Complaint Handling: Take a lead role in managing and resolving complex complaints, escalating to Preschool Director or Head of School Services where necessary.
• Parent and Community Engagement: Serve as a senior point of contact for parents, enhancing family relationships and satisfaction with school operations.
• Performance Management: Evaluate and research new procedures to improve the family experience, coordinating feedback to and from other operational departments.

Support for the Director and Academic Department

• Provide comprehensive administrative support to academic departments, including managing calendars, scheduling meetings, and preparing documentation.
• Assist with the preparation and dissemination of internal and external communications, such as newsletters and school-wide announcements.
• Support the organization and execution of Parent Teacher Conferences, departmental meetings, and other academic events.
• Handle minute-taking during meetings and ensure accurate documentation of discussions and decisions.
• Manage the preparation of presentations, translations, and proofreading of academic documents.
• Facilitate the booking of business trips for Preschool Director and ensure all travel arrangements are in order.
• Supporting Budgeting, including data entry and recording of Preschool budget to assist the Director.

Parent and Student Support

• Act as a point of contact for parents, addressing inquiries related to non-classroom matters such as school portals, invoices, and ID cards.
• Educate and assist parents with understanding school procedures and accessing relevant information.
• Manage and escalate complaints as necessary, ensuring resolution and customer satisfaction.
• Update and maintain the Parent Portal with accurate and current information.
• Process and manage student attendance records, early dismissals, late arrivals, and leave requests.
• Issue student and parent ID cards and manage the lost and found items.
• Organising/Supporting events-including ordering food or resources and responsible for event requests.

Communication and Coordination

• Facilitate effective communication between the school and parents, ensuring timely and accurate dissemination of information.
• Support the coordination and organization of school events, trips, and enrichment activities.
• Collaborate with other departments to ensure smooth operational processes and adherence to school policies.
• Liaising with other departments to ensure smooth operations in the Preschools including CCA, canteen, buses, facilities.
• Ordering and maintaining supplies stationary, kitchen supplies and supporting the Director with the overseas order.

Responsibilities (Seasonal)

• Examples include but are not limited to:
• Manage re-enrolment processes, including student contracts, withdrawals, and extensions.
• Assist with grade transitions.
• Oversee the preparation of material lists.
• All other responsibilities and tasks as deemed appropriate by the line manager and functional line manager.

Knowledge and Experience

• Diploma/bachelor's degree in business administration or business management.
• 5+ years proven experience working in an office environment Management experience preferred.
• Previous experience of working in a customer service role.
• Cultural understanding and previous experience of working at an international organisation with stakeholders of different nationalities and cultural backgrounds.
• Experience working in a school environment is an advantage.

Technical and Soft Skills

• Excellent communication and inter-personal skills
• Calm and composed demeanour
• Problem-solving and multi-tasking skills
• Customer complaint handling and resolution skills
• Confident Microsoft Office and CRM database system skills
• Ability to quickly acquire knowledge and understand school operations, standards and work processes
• Professional fluency in written and spoken English. Fluency in a second or third language would be an advantage to communicate with parents and students.

Fair Recruitment and Safeguarding:We are committed to fair recruitment practices and safeguarding the welfare of all students. We ensure that our hiring processes are free from discrimination and bias on the basis of age, nationality, gender, sexual orientation, marital status, pregnancy status, caregiving responsibilities, race, religion, language or disability. As part of our commitment to safeguarding, we conduct thorough background checks on all candidates which include criminal background checks in all countries lived and worked in for the last ten years, as well as reference checks. Any offer is subject to the satisfactory completion of such checks. Our school prioritises the safety and well-being of our students, and we expect all staff members to uphold these values.