Job Summary:

To provide high quality HR office administrative support covering general HR inquiries, personnel files and employee records maintenance, school-wide events and visitation programs and HR office daily routines to ensure Taipei American School HR operations are not interrupted or delayed by the failure of routine support systems. 

Key Responsibilities:

HR Helpdesk Support

• Provide effective HR helpdesk supports to all employees, including but not limited to taking and answering general HR service inquiries, meet and greet HR visitors.
• Assist HR Officer – employee support with any ad hoc check-in/check-out administrative tasks and visa/ARC/work permit related questions as required.
• Assist with the Employee Assistance Program (EAP) by handling initial inquiries and providing administrative support for database management and organization of relevant materials, ensuring timely updates according to the assigned timeline.

HR Office Administrative Support 

• Provide HR office routine and administrative support including but not limited to daily HR inbox checking and distribution, HR office mailings and postal services, postal/parcel collection and distribution, HR office equipment/facilities vendor communication and service maintenance, administer HR Office petty cash and office supplies, manage stock for approved HR materials and forms in HR filing room to ensure all HR forms are most current and up-to-date and have sufficient copies for use at all times.
• Assist with work permit, ARC application, ROC criminal record & eligible documentation preparation and actual submissions to the required government authorities and agencies.
• Assist with employee annual contract renewal distribution and collection tasks per the agreed process and schedule.
• Provide administrative support to Assistant HR Director as required.

Personnel files and HR database management

• HR personnel files (including physical file and digital file folders) are created upon hiring, and employee contract/confidential/employment materials (hard copies and digital copies) are filed in a timely manner and maintained secure and up-to-date to school policy standards.
• Assist with the organization of HR filing rooms and act as key personnel to access HR personnel files/profiles based on approved requests.
• Maintain and update HRM employee and dependent data as soon as the documentation/data are submitted to HR to ensure all employee data on HRM is kept up to date and accurate that meet HR data audit requirement at all times.

HR-hosted school-wide events and visitation programs

• Plan, prepare end-of-year recognition list and organize programs, communicate and manage logistics, and supervise HR-hosted school-wide events to ensure the success of the event including but not limited to:
  • error-free program and timely coordination and communication with the award recipients, presenters and participants
  • awards, food and beverage orders are planned, prepared and submitted in a timely manner
  • effective coordination with event presenters/performers to ensure required equipment and facilities are prepared, reserved and set-up per the agreed requirement & schedule
  • effective coordination with Facilities department for facilities set-up/clean up before/after the event
• Provide administrative & logistics support for HR visitation programs including the relevant ID card processes, New Teacher Orientation program and new faculty survey to ensure the required preparation are completed in a timely manner as per agreed requirements.

 Faculty and staff reimbursement requests

• Process faculty and support staff annual physical reimbursement requests and other personnel expenses reimbursement requests.

Other HR initiatives and projects as assigned by Assistant HR Director and HR Director

Selection criteria:      

• College or University graduate, major in Human Resources Management or Administration preferred
• At least two years of full time work experience on HR administration support function 
• Proficiency in Intermediate English and native fluency in Mandarin, including speaking, writing, reading, and listening skills
• Strict confidentiality with ability to manage successfully and independently with staff concerns, issues and sensitive information in a professional manner
• Highly effective administrative and organizational skills with attention to details and accuracy
• Ability to work independently and make sound judgment as required
• Ability to rapidly produce error-free correspondence, reports and records
• Ability to use word processing and spreadsheet software and is capable of learning job specific software required
• Ability to understand, communicate, comply and interpret basic immigration regulations, visa or HR related inquiries
• Highly effective time management/organizational skills
• Demonstrate successful team player spirit by accommodating ad hoc requests with flexibility and professionalism

Working Hours: 07:30AM to 16:30PM

Interested parties, please apply through this platform. Upload your latest resume and complete the TAS Support Staff Application form (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.

• Support Staff Application form_Fillable_New Logo.pdf
• Support Staff Application form_SY2021_FINAL_20230928.doc