Administrative Assistant-Business Office

Manage faculty insurance in collaboration with the school-designated insurance company. This includes:

• Reviewing and evaluating records for completeness and accuracy of information. 
• Annual renewal and mid-enrollment data management. 
• Manage calendar for meetings with the insurance company.
• Requesting refunds following staff’s termination and following up with the insurance company to make sure the refund has been made.
• Maintain Insurance payment database and update regularly.

Manage faculty staff airfare in collaboration with ICS's designated Travel Agent. 

• Preparing a spreadsheet with the list of resigned and returning Overseas Hires, contacting the designated travel agent to get at least 3 different quotations, after getting the quotations calculating airfare allowance for each staff on the spreadsheet, finalizing and submitting the airfare spreadsheet to the Finance Manager and Deputy Head of School for Operations for their approval.
• Preparing and sending Memoranda for overseas hire to notify their approved airfare.
• Process ticket purchases for faculty who choose to have their flight ticket through ICS.

Process travel insurance for students in collaboration with Athletics & Activities office and HS division.

• Working with the General Accounts Senior Accountant and Senior Accountant on pay slip distribution for Overseas Hires, Local Hires, Support Staff, and Educational Assistants.
• Updating Account Detail Notification Sheet at the beginning of each school year. Collect and submit to the Finance Manager along with the collection summary sheet.
•  Completing different organizational forms related to tuition and fees (UN, WFP, World Bank, etc.) and providing proof of payment letters upon parent’s request.
• Work closely with the school-designated bank for Overseas Hires and Local Hire Foreigners local bank account opening, and ATM issuance.
•  Serving as a facilitator for emails that comes to the Business office by forwarding them to the responsible person and making sure it’s addressed.
• Communicate with faculty staff for locality allowance deposit preferences prior to the end of each school year.
• Compose letters & Memoranda as requested and document and file reports, and other work file both in hard copy and on shared folders.
• Maintain accurate and secure filing systems for documentation to include current active/effective documents, and inactive documents.
• Preparing email tracking sheet and making sure all requests coming through the Business office email address are addressed.
• Contacting parents through phone calls after tuition notice letters are sent from the Business office.
• Assisting in daily office needs and managing Business office general administrative activities.
• Managing the daily schedule including appointments and meetings. 
•  Perform all other job-related duties as assigned by the Deputy Head of School for Operations and the Finance Manager.

MINIMUM EDUCATIONAL QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

• BA in Management or related field with 5 years of experience as an Administrative or Executive Assistant in an office environment
• Experience and training in education is highly desired

KNOWLEDGE, ABILITIES AND SKILLS

• Proficient in Microsoft office (Excel, word, google, power point.)
• Proficiency in spoken & written English
• Ability to work under pressure of deadlines,
• Ability to organize and prioritize tasks
• Ability to communicate in a friendly, professional manner,
• Ability to exercise initiative to organize information and materials
• Willing to learn new Software applications such as Moodle, Power School,  Managebac, Atlas Rubricon.