Position:                                 Office Coordinator Department:                           Middle School Supervisor/Line Manager:   MS Vice Principal   JOB DESCRIPTION Purpose The MS Office Coordinator (OC) has many varied responsibilities including coordinating all operations and recording attendance.

This person is often the first point of contact either in person, via email or phone when someone contacts WAB Middle  School.

The Office Coordinator works in conjunction with the MS SELT  Executive Assistant to assist MS SELT, teachers, parents and students as needed.

Guidance: WAB MS Policies & Procedures Objectives: The OC collaborates with the EA, MS SELT members, parents, students, teachers, and staff to ensure the smooth operation of all programs and activities in the Middle School section.

Operating Network The OC works in the Middle School Office, side-by-side with the MS Executive Assistant and MS SELT.

External: local officials, school accreditation evaluation bodies, parents, outside professionals, providers, visitors Internal: students, WAB employees Main Responsibilities Communication: Handling enquiries and requests in person, by email, phone and/or wechat, in English and/or Chinese, as needed Teamwork & Collaboration: Collaborating with other office staff to ensure smooth running of the office (both staff must be present at peak times and at least one staff member must be present at all times) Collaborating with MS SELT, teachers and staff to ensure smooth running of daily operations and special events (guest speakers, presentations to parents, conferences, workshops, meetings, trips, celebrations) Liaising with other school departments beyond MS (especially Admissions, Publications, Security, IT, etc.) Managing emergency evacuation procedures Service Excellence: Serving as the first face to school and projecting a friendly and competent sense of confidence Liaising with parents, students, teachers and staff in finding information, solving problems, directing to the right department and/or employee Welcoming and supporting visitors Staying calm and solution oriented when dealing with upset members of the community Managing student services (Smartcards, daily or yearly forms, lockers, school supplies, etc.) Distributing, managing, and collecting forms for events and/or trips Assisting Admissions in welcoming new families and students WAB Fit: Demonstrating clear understanding that we are a student-centered and caring organization Demonstrating intercultural mindedness by understanding and respecting a wide variety of approaches in communication and problem-solving strategies Approaching all challenges with realistic optimism Problem Solving: Helping MS SELT prepare for all WAB-hosted events (conferences, meetings, presentations), and attending as required troubleshooting for students, WAB employees, parents and/or visitors with technology platforms Dealing with emergency situations (students in crisis, demanding or angry parents and/or employees) Technical Expertise: Supporting administrative use of Power School (enter data for teacher/student schedules) Effective use of Office 365 apps (Email, Share Point, Calendars, Yammer, Forms, etc.) Effective use of all platforms (Pick Atime, website, Moodle, Blogs, etc.) Planning & Initiative: Producing daily attendance lists for staff, recording absences of students when needed, calling parents when students are absent, producing individual student attendance records when needed, providing leaving passes for students, recording late arrivals, alerting staff about absence issues) Organizing and maintaining schedules and making appointments for parents who request to meet with teachers and/or administrators Organizing and storing forms, permission slips, trip documents and computer-based files Setting-up of sectional information related to all areas of concern (student lists, teacher schedules, etc.) Distributing materials to homerooms Attention to Detail: Formatting and producing documents, briefing papers, reports and presentations that are accurate Accurate data entry and management are critical Leadership: Supporting colleagues in a compassionate manner Addressing and/or reporting performance issues, especially regarding student safety (missed duties)   PERSONAL SPECIFICATIONS The successful applicant is expected to have the following skills, abilities, knowledge and experience: Qualifications: University Degree in Business Administration, Education or other relevant qualifications preferred Knowledge of education in general, and WAB specifically, both within and beyond the school section Knowledge of WAB’s aims, objectives and mission and the expectations of an IB World school Experience: Experience in working in education or the non-profit sector in a fast-paced office environment Skills and abilities: Knowledge and experience in Business Administration or customer services Ability to establish effective working relationships with faculty, staff, students and parents Discretion and confidentiality are essential attributes for this position Effective communication skills in both written and spoken English, with reasonable proficiency in Chinese and/or another language Ability to work in a common area while being interrupted multiple times Honesty and reliability Self-directed and motivated Positive and dynamic "can-do" work attitude Strong aptitude in computer skills Excellent organization skills Effective collaborative skills Willingness to learn   Aligned with the recommendations of the International Task Force on Child Protection, WAB holds itself to a high standard of effective recruiting practices with specific attention to child protection.