ADMINISTRATIVE ASSISTANT

Description

Job Summary: Ensure the execution, organization, and control of technical-administrative activities of the School Secretariat, guaranteeing academic documentation management and compliance with regulations. Key Highlights: 1. Management of students' school and academic documentation 2. Qualified service to parents, guardians, students, and other users 3. Administrative support and liaison with regulatory bodies Ensure the execution, organization, and control of the School Secretariat's technical\-administrative activities, guaranteeing proper management of students' academic documentation, compliance with current educational regulations, and administrative support for the institution's pedagogical activities. **2\. Duties and Responsibilities** **2\.1 School Documentation Management** * Organize, maintain, and update individual student records, ensuring information integrity, traceability, and confidentiality. * Issue official documents—such as declarations, academic transcripts, certificates, and transfer documents—in compliance with current legislation. * Conduct and monitor enrollment, re-enrollment, and school transfer processes. * Ensure proper physical and digital archiving of institutional and academic documents. **2\.2 Academic Control and School Records** * Record, verify, and keep academic information up to date in computerized systems and internal controls. * Monitor attendance records, academic movement, and other data relevant to students' school life. * Support the pedagogical team in class organization, lists, and academic controls. * Contribute to the development and monitoring of the academic calendar. **2\.3 Public Service** * Provide qualified service to parents, guardians, students, and other users, delivering clear and accurate information about the School Secretariat’s services. * Deliver in-person, telephone, and electronic service, observing institutional standards of courtesy and ethics. **2\.4 Administrative Support to the Education Department** * Prepare administrative documents such as official letters, declarations, notices, and reports. * Provide secretarial support for meetings when required, including formal record-keeping (minutes). * Assist the pedagogical coordination team and other education department professionals with administrative tasks. * Manage the flow of correspondence and official documents. **2\.5 Liaison with Regulatory Bodies** * Support compliance with legal requirements set by competent educational authorities, including submission of data, reports, and mandatory documentation. * Ensure adherence to deadlines and regulations established by education systems. **2\.6 Internal Organization and Control** * Guarantee standardization, organization, and updating of the School Secretariat’s files and records. * Control the entry, routing, and exit of institutional documents. * Safeguard the custody, preservation, and confidentiality of information under one’s responsibility. **3\. Technical Competencies** * Knowledge of school secretariat routines and basic educational legislation; * Proficiency in computer tools (Office Suite, school management systems); * Archiving and document management techniques; * Official and administrative writing. **4\. Behavioral Competencies** * High level of organization and attention to detail; * Clear, objective, and institutional communication; * Ethical conduct and professional confidentiality; * Proactivity and sense of responsibility; * Public service skills; * Ability to work collaboratively in a team. **5\. Requirements** * Completed high school education; higher education in Administration, Pedagogy, or related fields is desirable; * Prior experience in administrative or school secretariat roles; * Experience in the third sector or specialized educational institutions is desirable. **6\. Responsibilities** * For the accuracy, integrity, and security of academic information; * For meeting legal and institutional deadlines; * For the proper organization and preservation of documents under one’s custody. **7\. Working Conditions** * Work in an internal administrative environment; * Continuous service to internal and external stakeholders; * Ongoing use of computerized systems and office equipment.