Administrative Secretary

Position Name: Administrative Secretary

Department: Administrative Support

Supervisor: Dean of Residential Life; Dean of Religious Life; Finance Director

Position Description: The Administrative Secretary’s role is to support the Dean of Residential Life, Dean of Religious Life, and Finance Director with secretarial duties in a professional and highly confidential manner.

Start Date: July 2019

Essential selection criteria:

  • Proficient in secretarial skills and office management
  • Proficient IT skills including MS Office, email and database programs
  • Willingness to learn and grow professionally
  • Possess good command of spoken English and attention to correctness and accuracy of written English
  • Be able to compose and proofread letters
  • Be professional, discrete, organized, and timely, and have good interpersonal skills

Desired attributes:

  • Graduate of a recognized university or college with a B.A. or equivalent and/or have received training in secretarial science
  • Minimum three years’ experience as secretary or office manager preferably in an educational institution


To the Dean

  • Set up or maintain the required number of databases on student discipline
  • Send out letters to parents, feedback forms and disciplinary notices to staff and students
  • Track work detail and student consequences on a weekly basis
Other Student Issues
  • Set up or maintain databases on student movements for long weekends, field trips, camps and liaise with Travel and Food Services on student needs
  • Respond to parent emails providing information about student travel, etc
  • Send mailings to parents from the Dean
  • Print and distribute registration cards and coordinate registration procedure for returning students at the start of the semester
  • Coordinate ID photo taking annually in April for returning students
Other duties to Dean’s office
  • Prepare and circulate Residential Life Committee agenda and minutes, and those for any other meetings chaired by the Dean
  • Oversee dorm renovation/inventory databases
  • Compile and circulate residential staff evaluation documents and forms
  • Organize and file hard/soft copies of all correspondence and documents
  • Any other duties assigned by the Dean or Assistant Dean

To the Dean of Religious Life

  • Preparation of Sunday church service bulletin when required
  • Circulation of dorm devotions to dorm parents and devotion leaders – weekly
  • Preparation and circulation of Church Council Minutes – monthly
  • HS & MS school religious assembly schedule – semester 1 and 2
  • Church participation sign up – semester 1 and 2
  • HS prayer breakfast host sign-up – semester 1 and 2
  • Preparation of reports for the Meeting of the Congregation for the church – semester 1 and 2
  • Religious Consent Forms database w/information on all students

 To the Finance Director, and general duties relevant to all supervisors

  • Support KIS guiding principles
  • Deal appropriately with sensitive and confidential documents
  • Set up or maintain the databases as necessary
  • Prepare and circulate Committee agenda and minutes as necessary
  • Deal with emails and other correspondence as required
  • Organize and file hard/soft copies of all correspondence and documents
  • Any other responsibilities as assigned by the principal/administration

To be considered for the position, please do the following:

  1. Download application form (click here)
  2. Fill-in the required information
  3. Email the completed form along with CV / Resume and letter of interest to: stating the position applied for in the subject line

Note: Only short-listed candidates will be contacted.

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