Administrative Coordinator
International Language Campus - Honolulu

Reporting to the School Director

OUTLINE:

As a core staff member, the Administrative Coordinator is at the heart of all matters relating to the school, working very closely with the School Director to ensure smooth running of operations & continual improvement of services & procedures. 

CORE SKILLS: 

• Outgoing & confident personality
• Enjoy working in busy, varied and international environment
• Organized with attention to details
• Enjoy multi-tasking
• Creative & energetic with lots of common sense as key
• Ability to handle difficult situations with ease & remain calm under pressure
• Excellent communication & people skills

 RESPONSIBILITIES INCLUDE: 

• Manages enrollment of new students and maintenance of database records, ensuring that all new bookings are confirmed within the required time, details checked carefully and changes made.
• Handles inquiries from sales offices & other incoming calls & inquiries.
• Handles student visa queries and acceptance letters for international students
• Ensures transfers are collated and booked, liaises with airport transportation company to solve problems & improve service, monitors costs & invoices for transfer service.
• Helps students with insurance claims.
• Monitors school’s Student Service by ensuring advice given is accurate & efficient, staff are friendly & helpful, and information given is up to date, including immigration, health care, welfare, finances and so on.
• Manages registration of new students, ensuring correct intake information is prepared, smooth and efficient running of registration, testing & talks, passport ID checking, following up missing students and so on.
• Prepares written administration information for student intake folder.
• Compiles records of student course changes & any direct sales made in school.
• Monitors direct student payments received in school, ensuring paperwork in order & payments are banked promptly.
• Participates in emergency phone rota together with other core staff members
• Assists with arrangements for familiarization tours or other visits to school.
• Manages supplies to school by maintaining stock, ordering when required, processing invoices within budget and keeps stock areas tidy & organized.
• Delegates essential tasks to others in event of absence, ensuring that sufficient training in place for administration team to cover.
• Responsible for presentation, content & accuracy of general notice boards
• Ensures reception area is kept clean, tidy & professional looking at all times.
• Performs regular building ‘beauty checks’ along with other core staff to ensure best presentation of all school facilities.
• Assist with setting up administration service & providing trained staffing for additional summer centers if required.

REQUIREMENT:

Bachelor degree is required

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