Assistant Administrative Manager -Job Description

Purposed of the Position

The Assistant Administrative Manager (AAM) is responsible for leadership of all administration staff and overall school’s administrative, technical and clerical support.

Scope

The AAM reports to HR , Admin & Operations Manager(HAOM), is responsible of managing the administrative personnel and premises functions within the school and to maintain effective systems of administrative and financial control in order to ensure that they are accomplished in an effective and efficient manner and within all legislative, policy and procedural guidelines.

Responsibilities

School and Finance Management Participate in Management Council and other committees, and make contributions to school policy and procedure design, development and implementation, particularly in relation to non-teaching staff and administrative and facilities management issues.

Support school leadership team for the purpose of providing assistance with administrative functions and supporting the school’s mission, goals, philosophy and vision.

Maintain an assets register for ensuring the physical resources are accurately recorded

Register and renew school licenses and certificates for ensuring all Chinese legal requirements are met.

Supervise the purchasing of goods and services ensuring that accurate stock and inventory control systems and safeguards are maintained, and develop improvements for purchase and warehouse procedures and cost control procedures with Head of Finance as required.

Prepare a wide variety of written materials (e.g. procedures, reports, memos, letters, research, analysis etc.) for the purpose of documenting activities, providing written reference, conveying information, providing expertise, and complying with legal, administrative and school requirements.

Maintain a wide variety of information, files and records (e.g. contracts, license, certificates, site plan, etc.) for the purpose of providing up-to-date reference.

Personal Management

Carry out supervisory responsibilities in accordance with school and applicable laws in conjunction of HAOM and Head of School.

Delegate tasks and manage administrative functions within the administration department.

Supervise assigned personnel for the purpose of ensuring department functions are performed effectively and efficiently and in conformance with regulatory guidelines.

Implement policies, procedures and/or processes for the purpose of providing direction and /or complying with mandated requirements.

Mediate conflicts among the staff for the purpose of ensuring a harmonious working environment.

Intervene in occurrences of inappropriate behaviour of non academic staff for the purpose of assisting staff in modifying such behaviour and developing successful interpersonal skills.

Contract Management Prepare and renew contracts and service specifications with external providers of services and equipment, including maintenance and supplies, insurance, medical support, cleaning, security, vehicle, printing and copying machine, building work, grounds maintenance etc for ensuring that contractual arrangements are monitored.

Select external providers, evaluate their performance and quality control for ensuring the services provided meet the school’s standards and requirements.

Administrative Management Manage the provision of administrative, secretarial, word processing/typing and computing services, photocopying, scanning, reception, ensuring that these functions are organised efficiently to meet the needs of the school.

Supervise all other non-teaching services, including office supply and purchasing, transport, accommodation, food and beverage, security, cleaning, insurance, IT support etc in accordance with the needs of the school.

Supervise maintenance and upkeep, cleanliness, hygiene, appearance of the school buildings and facilities to ensure an attractive and vibrant environment.

Ensure activities of all areas of the school conform to the current Chinese health and safety legislation.

Supervise activities, events and catering by scheduling work assignments, setting priorities, and directing the work of subordinate employees.

Knowledge, skills and abilities

Knowledge:

The incumbent must have proficient knowledge in the following areas:

Principles and techniques of administrative management including organization, planning, staffing, training, budgeting and reporting.

The principles and techniques of financial management.

Office planning and management including organization, work flow, forms, supplies, equipment, and procedures relating to filing, record keeping, correspondence, mail procurement, stock keeping and duplicating.

Methods of research and analysis, work standards, and work simplification.

Training and supervisory techniques.

Skills:

The incumbent must demonstrate the following skills:

Supervisory skills

Team building

Accounting and bookkeeping

Analytical and problem solving skills

Decision making skills

Effective verbal and listening communications skills

Effective written communications skills

Computer skills including the ability to operate computerized accounting, spreadsheet and word processing programs at a highly proficient level

Stress management skills

Time management skills

Excellent at verbal and written English and Chinese

Personal Attributes:

The incumbent should maintain strict confidentiality in performing the duties of the AAM. The incumbent must also demonstrate the following personal attributes:

Be honest and trustworthy

Be respectful

Possess cultural awareness and senility

Be flexible

Demonstrate sound work ethics

The AAM must normally attain the required knowledge, skills and attitudes through completion of a Degree in Business Administration, Public Administration, or a related field with related business administration and/or school administration experience.

上班地址：增江街大埔围裕达隆花园

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Utahloy International School Zengcheng (UISZ) is an International Baccalaureate World School which offers an exceptional education to boys and girls from countries around the world. Our philosophy of education centres on the development of the intellectual, artistic, creative, physical and emotional dimensions of each individual student.
UISZ is a caring and supportive community. We pride ourselves on the support offered to each individual student. Our highly trained teachers and small class sizes ensure that each student will reach their potential. Our school is truly unique.
The individual attention that each student receives, both academically and pastorally, enables our students to be amongst the highest academic achievers, entering leading universities worldwide. Our IB MYP and Diploma results are testament to the quality of education offered at UISZ.
Our boarding house has a capacity for up to 400, with numerous break-out spaces, music rooms, dance studio, fitness studio and seminar rooms for evening study. Our campus and school facilities include a design studio with robotics, science labs, visual arts studio, black-box performing arts studio, outdoor gymnasium with basketball and volleyball courts, Olympic sized swimming pool, tennis courts and football fields.
At the heart of our approach is the wellbeing of each child. We believe that by treating every student as an individual and unique learner, we are able to engage them, enhance their curiosity, their individuality, and their creativity.
One of the highlights of UISZ is its location. The school is situated in a botanical garden. The beauty and space of the campus is unique. Students are able to breathe in clean air, explore Turtle hill, and see their reflections on the lakes around campus. It is truly a special place. Our professional and caring teachers and beautiful location allows UISZ to provide a distinctive learning and developmental experience for all children, unmatched by any other school.