Executive, School Administration - APSN Chaoyang School

Job Responsibilities:

Administrative Management

1. Oversee and coordinate daily general office operations to ensure efficiency and compliance with school policies

2. Review, streamline, and improve administrative workflows and standard operating procedures (SOPs)

3. Ensure timely and accurate handling of correspondence, records, and documentation

Student Administration

1. Oversee student administrative matters including transfers, withdrawals, and student records

2. Ensure accurate maintenance of student data in school management systems

3. Support communication with parents/caregivers on administrative matters with sensitivity to SPED needs

Human Resource & Staff Support

1. Support HR processes such as recruitment administration, onboarding, staff records, and leave management

2. Assist in coordination of staff welfare initiatives and staff-related administrative matters

3. Ensure compliance with HR policies, employment guidelines, and confidentiality requirements

Financial & Resource Administration

1. Assist in procurement processes and expenditure tracking

2. Ensure adherence to financial policies and audit requirements

3. Coordinate with vendors, service providers, and APSN Shared Services on administrative and financial matters

Stakeholder & Inter-Departmental Coordination

1. Act as a key liaison between school leaders, teachers, departments, APSN Shared Services and external agencies

2. Support school events, meetings, and official functions, including procurement, logistics and documentation

3. Handle enquiries professionally and represent the school positively

Systems, Digitalization & Continuous Improvement

1. Support implementation and optimization of digital systems (e.g. leave systems, data management tools)

2. Identify opportunities for automation and process improvement

3. Prepare reports, data summaries, and administrative insights for school leadership

Other Duties

Perform any other duties as assigned by School Leaders, Key Personnel & Department Managers to support school operations and strategic objectives

Job Requirements:

• Diploma/ Degree from recognised institutions
• Prior experience in school administration, office management, or related field
• Attention to Detail
• Strong command of language - Able to accurately read, draft, and comprehend contracts and technical specifications.
• Confidentiality
• Basic Accounting Knowledge - Understanding the financial aspects of purchasing, such as budgets, invoices, and payment term.
• Ability to multitask, manage deadlines, and work collaboratively with various stakeholders
• Technical Knowledge - Familiarity with purchasing software, inventory management systems, and other relevant tools, i.e. Tenderboard, Microsoft Office applications
• Office Administration or related certification is a plus