Administrative Specialist
 
JOB TITLE: Administrative Specialist
EMPLOYER: European Azerbaijan School DUTY STATION: Azerbaijan
PUBLISHED: 2019-05-16 LAST UPDATED: N/A DEADLINE: 2019-06-15

EUROPEAN AZERBAIJAN SCHOOL

ADMINISTRATIVE SPECIALIST

Job Title: Administrative Specialist (this is a substitution position for one year)

Reports To: Director

JOB SUMMARY

Serves as the first point of contact from director’s office for staff, students and parents dealing inquiries and directing them appropriately. Handles daily work pressures, requiring constant concentration to a high volume of clerical work which must be completed within a limited period of time. Must be able to successfully perform main duties and responsibilities in an environment with constant interruptions.

MAIN DUTIES AND RESPONSIBILITIES

1. Perform general office duties including answering multi-line phones directing calls and taking messages as appropriate, greeting the public, typing, copying, filing, sorting and handling incoming and outgoing mail;
2. Translate meetings with parents and staff members (individual, group, general);
3. Translate school documents, policies, strategies, reviews, action plans, forms, official letters, warning letters, explanations etc., both from English into Azeri and vice versa;
4. Translate Educational Committee Meetings or any other meeting of this kind;
5. Assist both Primary and Secondary school during preparation of different events, and helps with translation when necessary;
6. Prepare monthly bulletin for parents upon Director’s request;
7. Prepare official letters to be sent to parents;
8. Professionally represent the school in interaction with parents, community, staff, and students;
9. Translate Board Reports (on a monthly basis)and Board Meetings (if needed - on a monthly basis);
10. Manage Director’s schedule; keep meeting minutes;
11. Manage the day-to-day operations of the office;
12. Work closely with Transport Coordinator on arranging different kind of transportation according to needs (for director or any other considered staff members);
13. Book restaurants or any other facilities for guests or events;
14. Appropriately maintain and secure confidential records and inquiries;
15. Professionally represent the school in interactions with parents, community, staff, and students;
16. Format and complete special projects as assigned by the director;
17. Prepare School Calendar on yearly basis and submit for Board’s approval;
18. Maintain appropriate certifications and training hours as required;
19. Comply with applicable local laws, rules and regulations;
20. Other duties may be assigned as needed.

OTHER DUTIES AND RESPONSIBILITIES

1. Serve on building committees and councils.
2. Coordinate travel and assist with other administrative needs.
3. Update school bulletin boards and calendars.
4. Schedule use of building.

SUPERVISORY RESPONSIBILITIES

This position may supervise volunteers and student aides. All school employees have some responsibility for supervising students and assisting in maintaining a safe environment.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.

Education and/or Experience:

- High school diploma and at least one year related experience in typing, general clerical and/or training or equivalent combination of education and experience.
- Ability to rapidly and accurately enter and retrieve computerized data.
- Supporting the school, the administrators and EAS initiatives.
- Being on time, punctual to meetings, keeping a schedule, being organized.
- Prior successful experience working in a school setting strongly preferred.

Interpersonal Skills:

- Works well with others from diverse backgrounds.
- Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit.
- Refraining from negative talk and gossip (contributing to the positive moral of the school).
- Solving problems in an appropriate way.
- Demonstrated ability to successfully work with small children and public.

Language Skills:

- Ability to communicate fluently verbally and in writing in Azerbaijani and English.
- Ability to respond to common inquiries or complaints from students, parents, staff or members of the community.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions and procedure manuals.

Computer Skills:

- General knowledge of computer usage and ability to use database software, internet software, e-mail, word processing software.
- Ability to proficiently use the following programs strongly preferred: MS Word, Excel and Pages.
- Ability to type accurately and proficiently.

Other Skills and Abilities:

- Working collaboratively with others.
- Ability to appropriately communicate with students, teachers, parents, members of the community and others including vendors, law enforcement and other agencies.
- Good organizational skills.
- Ability to exercise good judgment and work in an environment with constant interruptions.

APPLICATION PROCEDURES

If you are interested to apply, please send a detailed letter of intent with a CV addressing relevant qualifications and experience to e-mail: hr@eas.az
CVs without cover letters will not be considered. In the subject line of your e-mail message, please, mention title of the position you are applying for. No information inquiries will be handled over the phone. Only short-listed candidates will be notified for the interview.

The deadline for submission of CVs is by May 31st, 2019.

About European Azerbaijan School

The “European Azerbaijan School” Education Complex (EAS) is a private school founded by The European Azerbaijan Society (TEAS) and started in September 2011. The school offers international programs such as the International Baccalaureate (IB). EAS is a member of the European Council of International Schools (ECIS), the New England Association of Schools and Colleges (NEASC), Cambridge International Examinations and is currently in the last phase of the accreditation process with the Council of International Schools (CIS).

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