Job Title: SSAWL Hub Administrative Assistant – K-12 Art, US Social Science & World Languages

Job Summary:

The two assistants areresponsible for supporting the US/MS/LS art departments, US Social Science department and US World Language with administrative tasks and maintenance ofthe department offices routines.  Both Assistants serve in 4B33, the SSAWLHub. 

Core Duties and Responsibilities: 

• Administer Procurement, Sourcing, and Financial Reporting: Facilitate the comprehensive purchasing cycle, including researching, sourcing, negotiating with vendors (local and overseas), and administering all related financial transactions (POs, petty cash, reimbursements) for the compliant and timely acquisition of curriculum supplies and capital items for the K-12 Visual Art Department, US Social Science and World Language Departments. This responsibility includes the preparation and maintenance of monthly budget reports for US Film Production, US Yearbook, US Art, MS Art, LS Art, US Social Sciences and US World Languages.
• Coordinate Departmental Events, Trips, and Visitor Logistics: Manage the end-to-end coordination and execution of all MS/US Visual Art, US Social Science and US World Language departmental events and support for outings and trips.  This includes the administration of logistics (e.g., vendor relations) and visitor management. Specific key trip administration tasks include, but are not limited to: Processing billing for hotels (booked by Trip Leaders), facilitating insurance requests through the accounting office, applying for first aid kits from the Nurse's office, arranging and executing transportation (including bus log entries), and placing the trip in the Master Trip Schedule in coordination with the Office of Activities and Trips.   This responsibility may occasionally require weekend or public holiday support, which will be compensated according to the school’s overtime procedures.
• Track, order, replenish, store, and organize textbooks, and instructional materials.  This means issuing and tracking textbooks given and returned to students, keeping track of cabinet spaces and helping to organize them for easy retrieval.  
• Facilities & Operational Administration: Process and coordinate all facility maintenance requests, space scheduling, and equipment support tickets (including IT and AV). This includes preparing and submitting the required documentation, liaising with vendors for logistical troubleshooting, and tracking requests to ensure the continuous operational readiness of the departments. 
• Act as Primary Departmental Liaison, Communication, and Data Hub: Serve as the essential communication bridge for the LS, MS, & US Visual Art departments as well as US Social Sciences and world language facilitating the exchange of necessary information between parents, students, vendors, and departmental staff, and ensuring all inquiries are accurately directed and addressed.  This also includes managing US course enrollment data for all courses for all three departments. Access and update the Upper School Web gallery with enrolled student lists for each class section for both semester 1 and 2.
• Specialized K-12 Competition Assistance: Assist in the implementation, registration, communication, and participation for TAS families in the K-12 Fine Arts Competition sponsored by the Taipei City Government Department of Education. This also includes the following competitions (but not limited to) YoungArts, AFSF architecture competition, TSID interior design competition, TSDI, TSDA, TASMUN and the All American High School Film Festival. Coordinate with the Operations Office, students, parents and teachers to implement the logistics of receiving entries, registration, gathering/shipping artworks, and returning artworks/awards to families.
• Provide administrative services to maintain smooth operation of all three departments, e.g. office supplies, inventories, filing system, reception duties, office duties, photocopying, plant maintenance etc. 
• Act as an effective communicator in Mandarin and English to transit necessary information through documentation, oral responses, and reports.  This includes email, interactions with parents, directing phone calls, responding to student questions, call slips, directing inquiries to the correct person, and acting as a translator for outside service groups, guest speakers, and visiting groups.
• Support Departments chairs on any administrative related assignments as requested. Includes but not limited AP/IB oral exam scheduling, Social Science Symposium, Art Exhibitions, etc.
• Serve collectively as a coordination hub between departments and each other in order to ensure that all responsibilities for all three departments are met in an efficient and timely manner.

Selection criteria:      

• College graduate
• Minimum of two years successful secretarial and accounting related preferred 
• Advanced English and Mandarin skills, functional Taiwanese
• Accounting knowledge and basic financial concepts
• Proficiency in MS Office, Photoshop, and use of computer peripherals
• Event planning and coordination skills 
• Trilingual communication skills (functional Taiwanese; fluent English and Mandarin, including translation support for trips)
• Strong interpersonal and organizational skills
• Knowledge of office equipment (printers, scanners, copiers) and ability to troubleshoot hardware and software issues

10-month per school year 

Work Schedule:  07:30 AM to 16:00 PM, inclusive 0.5  hour lunch break

To Apply 

Interested parties, please apply through this platform. Upload your latest English resume and complete the Support Staff Application form in English (you may download a fillable PDF file or Word doc below) for our review and consideration. We will keep you posted on the status of your application. Please note that direct applications via email or other channels will not be considered. Applicants are encouraged to apply as early as possible, as Taipei American School reserves the right to close the selection process at any time. 

• Support Staff Application form_Fillable_New Logo.pdf
• Support Staff Application form_SY2526.doc