Job Summary:

To manage the daily operations of the MS Counseling Office, including acting as the first point of contact for students, parents, and other visitors. Supporting the work of counselors by communicating with and scheduling the arrival of new students and families, helping coordinate with other departments, and managing student visits to the counseling office. 

Managing the workflow of key tasks throughout the year such as placing orders to update materials to ensure the office operates smoothly, setting up parent presentations, and overseeing the organization and delivery of faculty recommendations and applications to summer and boarding schools. 

Key Responsibilities:

   1.     Interact with confidential information and students in both daily operations and in crisis situations

• Maintain confidentiality at all times
• Calmly and discretely assess students and situations in order to determine whether additional support is needed at that time or can wait
• Prepare confidential documents and reports

   2.     Communicate with internal and external stakeholders

• Prepare and discreetly deliver call slips to students
• Receive telephone calls and handle inquiries by providing answers or directing the caller to the appropriate person
• Interact positively with students, faculty, staff, parents, and other external entities
• Coordinate with teachers to collect exams and schedule counseling spaces for testers
• Schedule appointments for counselors, receives and screens visitors.
• Coordinate and communicate with new families, counselors and admissions regarding family questions, course enrollment, placement, schedules and needed documentation
• Gather new student data from Finalsite to facilitate placement communications 

  3. Manage student records

• When necessary, assist with the organization, maintenance, and management of student records, including ensuring a smooth transition between Lower School and Middle School and Middle School to Upper School
• Organize, maintain, and manage new students’ records including uploading transcripts into PowerSchool to ensure a smooth transition to TAS
• c. Assists counselors with all summer, transfer, and boarding school application processes including the collection, forwarding, and saving of these documents to ensure proper delivery to receiving programs
• Coordinating student withdrawals with other departments in order to ensure a smooth transition out of TAS

  4. Maintain positive image of Middle School Counseling Office

• Takes initiative to stay up-to-date on what is happening within the division and TAS in order to provide support to families and connect them with the correct department as needed
• Provide excellent service and professional manner to welcome all visitors
• Provide special support of new families, including personally helping to connect them with other departments
• Maintain a welcoming outer office area in order to help students feel at ease
• Collaborate with MSO and other MS departments on MS events as deemed appropriate by MS Counselors 

   5. Manage the MS Counseling Office

• Provide support to all counselors, including preparing, collecting, coordinating information to assist supervisor with budget planning and yearly ordering
• Organize, coordinate, set up, and manage events, parent meetings, and counselor calendars to ensure the smooth operation of the MS Counseling Office
• Organize, catalog, and maintain the MS Counseling Office Resource Library
• Keeps an ongoing record of annual department work and initiates each task in good time and with fully prepared documentation
• Prepares, forwards and monitors the progress of maintenance requests made by staff
• Monitors office supply inventories and issues supplies to staff as directed.
• Maintain, oversee, and manage TAS website information related to the MS Counseling Office, including uploading presentations and other information to the Parent Portal and coordinating events on the School-wide calendar

 Selection criteria:      

• Bachelor's degree, preferably in a counseling-related field  
• Minimum of two years successful secretarial experience preferred
• Excellent command of the English language.  Native Mandarin speaker
• Must be able to read, write and speak English and Mandarin well 
• Must be able to translate between English and Mandarin in both verbal and written forms
• Must be personable and appreciate Middle School students
• Must be discreet and helpful with parents
• Must be capable of doing errands from one side of the building to the other on a regular basis
• Must be a self-starter with excellent problem-solving skills
• Must be able to keep organized digital records and use various forms of technology in order to help manage the flow of confidential information into and out of the counseling office. These digital tools include: Word, Excel, Outlook, PowerPoint, Publisher, GSuite, Adobe Acrobat, PowerSchool, FinalSite
• Must be willing to undertake all and any TAS-related tasks as deemed appropriate by the Counselors

Work schedule

07:30 AM to 16:00 PM, Monday – Friday, inclusive of a 0.5 hour lunch break

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