Executive Secretary

The successful candidate will be expected to:

• Demonstrate commitment to the safety and security of children and young people (child protection).
• Maintain communication and working relationships with all stakeholders.
• Provide customer service and meet informational needs of ASD stakeholders (HS staff, HS students, HS parents, and ISG personnel).
• Maintain a safe learning environment for students and staff at all times.
• Provide administrative support to ASD High School Assistant Principals and IB/AP Coordinator.
• Manage Assistant Principals’ and IB/AP Coordinator’s appointment calendars and schedule.
• Process emails, correspondence, phone inquiries, parent visits, etc., related to the HS Assistant Principals and IB/AP Office.
• Take initiative in prioritizing tasks to ensure deadlines are met and the overall administrative function of the school runs smoothly.
• Respond to urgent requests.
• Exercise reasonable judgments.
• Acquire and maintain a working knowledge of ISG Support Services policies, practices, and procedures.
• Be part of the safety and emergency team.
• Organize and prepare documents for meetings, including taking attendance and minutes.
• Create and maintain event calendars for high school students and staff.
• Build a Skyward/yearbook photo schedule for the high school students.
• Process and print ASD high school students’ ID Badges.
• Process and print the replacement of the broken and lost ID Badge.
• Responsible for coordinating with the HS Assistant Principal about the events in the high school department, including updating the event calendar when necessary,  overseeing event action plans, booking facilities, liaising, and coordinating with all relevant parties.
• Check,  monitor, and review the All-in-One and transportation requests via KissFlow prior to approval.
• Coordinate with ISG Support Services about any additional information or KissFlow requests
• Perform other duties as assigned by the High School Assistant Principals

IB/AP Coordinator

• Package and mail off Tasks and assignments as per IBIS instructions.
• Routinely checking notices on IBIS.
• Register Students for IB exams.
• Generate a student roster enrolled in AP Courses and match it to the list of MyAP College Board.
• Coordinate with the ASD bookkeeper the students’ exam fees received from the IBO and the College Board.
• Inform the IB/AP Coordinator of the number of proctors needed for the mock and actual examination.
• Organize IB/AP exams, including AIO, student desk labels, etc.
• Organize and securely store all the IB/AP exams that have been delivered.
• Package and mail off both IB/AP exams.
• Keep IB/AP website information updated.
• Create and maintain the IB Application spreadsheet.
• Enter IB Year 1 course request and role over IB Year 2 schedules via Skyward.
• Keep track of HL hours and submit the voucher time.
• Create a schedule of English A Lit & Language and Language B Internal Oral Assessments, to be reviewed and approved by the IB Coordinator.
• Enter IB students’ request for results service and legalization of results on IBIS.
• Enter Predicted Grades and students’ IA work uploads on IBIS.
• Communicate and disseminate to former IB students and their parents the IB diplomas and course results received from the IBO.
• Organize and file IB results on the shared drive.
• Coordinate and book travel arrangements for IB/AP staff initiated by the IB/AP Coordinator.
• Organize IB events, including, but not limited to, IB Grade Release meeting, IB Feedback with the Principal, and IB Commitment Day.
• Respond to urgent requests
• Exercise reasonable judgments
• Perform other duties as assigned by the IB/AP Coordinator.