Hong Kong International School 香港國際學校招聘

Secondary School Secretary (10.5 months)

The Secondary School Secretary provides administrative support for the management of student academic records, including report cards, transcripts, and transfer credits. The role assists with processing and publishing grades, coordinating report releases with the IT Office, managing grade changes, verifying GPAs and credits, and preparing transcripts for internal and external requests. The position also supports the intake of transfer students by collecting records, entering transfer credits, and preparing draft transcripts for counselor review, working closely with families and internal teams to ensure accuracy and timely communication.

KEY AREAS OF RESPONSIBILITY:

Registrar Coordination

Report Cards:

Process grade-storing after grades are due at the end of each semester, run reports to identify missing information (letter grades, ATLs, course overview, reporting categories, etc.) before publishing reports.
Coordinate with IT Office to archive midyear reports (in January) and end of the year reports (in June), send communication to parents and students when report cards are available in the system.
Deal with grade change requests, restore grades and republish reports and transcripts as needed.
Verify Honor Roll listing and before publishing Honor Roll letters at the end of the school year.

Transcripts:

Verify yearly GPA, cumulative GPA and credits earned before release of final transcripts to universities, boarding schools and summer schools.
Coordinate with IT Office to revise transcript logics when needed.

Credit Work-up for Transfer-in Students:

Upload final school records for new students, follow up with families for incomplete information.
Register “Transfer Credits” based on records from institutions, contact student, parent or school for areas require clarification.
Submit draft transcripts for counseling team’s approval after transposing grades and credits.

Course Registration

Assist Associate Principal(s) in setting up course registration in the database for the upcoming school year.
Provide PowerSchool reports as needed.
Assist in setting up the database for online course registration for new students (usually in May).
Update New Student Welcome Page for new families on the Admissions Portal.
Oversee publication and ongoing editing of the Academic Handbook.

Event Coordination and Scheduling

Support the planning and coordination of major Secondary School academic events, including:

- Back-to-School Night (on campus or via Zoom)

- Student-Involved Conferences (twice annually)

- Grade 8 Parent Information Session / Transition Evening

Assist with preparing and distributing event-related communications to parents, including:

- Personalized student schedules for Back-to-School Night (in coordination with the IT Office)

- Conference sign-up information for Student-Involved Conferences

- Transition communication for Grade 8 parents (typically in February)

Assist with setting up and managing online systems and websites to support parent sign-ups and scheduling for:

- Student-Involved Conferences

Provide logistical and operational support for High School assessments and exams, including:

- AP Exams

- PSAT

- High School Exams

Coordinate with internal departments to ensure smooth execution of events and exams, including:

- Working with the AP/PSAT Coordinator on exam administration

- Liaising with Finance on exam billing

- Reserving venues and coordinating room setup with the Facilities Office

Support to Secondary Associate Principal(s)

Keep calendar updated with school related events.
Schedule meetings with faculty, students and parents.
Organize class observations and teacher interviews as needed.

Other

Support colleagues during high volume work periods.
Undertake other duties and functions as required that will impact and strengthen the contributions of the department and overall operations of the school.

Minimum requirements and qualifications:

Education:

Completed secondary education
Secondary training or relevant experience

Experience:

5+ years secretarial experience

Required skills:

Proficient with Microsoft applications.
Excellent spoken and written English and Cantonese; Mandarin knowledge is an advantage
Strong planning and organizational skills
Detail oriented
Strong interpersonal and communicative skills
Highly collaborative and willing to be a team player
High level of initiative and flexibility

Child Protection Statement:

At HKIS, each child’s welfare is paramount. We act to ensure that our students enjoy the right to be protected from harm and exploitation and have their welfare safeguarded.