Admissions Executive

at  SINGAPORE AMERICAN SCHOOL LIMITED

OVERVIEW

The Admissions Executive is responsible for providing administrative and organizational support to the Director of Admissions and the Admissions Team. The person in this position will contribute to a well-managed office culture and enhance the quality of the family experience during the SAS admissions journey. The incumbent will oversee the implementation and improvement of office systems to support exceptional customer service. As a liaison to various constituencies, this candidate may maintain a portfolio of specific admissions clients including SAS faculty, relocation agencies, and target groups in need of cultivation. The position will focus on internal and external opportunities for service excellence, outreach and event management. It is expected that the executive will assist other members of the Admissions team daily in areas related to their work, and as necessary when workload permits.

Responsibilities :

• Provide administrative support to the Directors of Admissions and team.
• Coordinate the schedule and preparation for appointments and meetings for the Directors of Admissions.
• Support the team with special projects, both internal and external related to integrated admission-marketing communications.
• Represent the Admissions Officers as needed for drop-in visits, sensitive phone and email communications, group and individual campus tour opportunities, and other matters.
• Coordinate and support corporate, VIP, relocation agency and other visits/tours with the Admissions Directors and Team
• Prepare media presentations and print materials
• Procure and organize refreshments and resources
• Send out Admissions communications via the admissions database system
• Provide backup support to the department by managing the Admissions inboxes, phone calls and other duties when needed
• Organize and coordinate Admissions events
• Maintain all records, correspondence, spreadsheets and documents in a well-organized and accessible manner.
• Maintain strict confidentiality of all personnel and admissions matters.
• Manage work requests and work orders for the department.
• Handle Purchase Requisition and Payment Vouchers for Admissions.
• Prepare new student orientation through new family portal updates and sign ups by working with divisional offices to ensure start-of-school for each semester, orientation and welcome week material is prepared accordingly.
• Assist the SAS parents admissions ambassador program and provide guidance & support to the ambassadors in their daily work
• Develop the ability to tour the campus with prospective families
• Communicate and coordinate with the MOE, Waiver process the families, gather all the required documents for MOE submissions, validate all the documents. Prepare all the necessary forms and letters for the MOE waiver and work with the Associate Director of Admissions on the submission process to MOE department
• Prepare the confidential documents and validated applications for despatch to MOE office
• Assist families when inquiring about student’s possible leave of absence
• Coordinate English Proficiency Admissions Testing schedule with families on behalf of the Admissions officers
• Attend to walk-in parents with inquiries
• Cover the front desk reception daily for the Community Ambassador during 45 mins lunch break and in the evening or as needed

QUALIFICATIONS REQUIRED:

• Diploma from a local polytechnic or equivalent
• Excellent organizational and office management skills
• Strong English communication skills, both written and verbal; Professional Level Fluency in Mandarin preferred
• Database management experience and Google suite experience
• Demonstrates competence and efficiency in computer applications and databases.
• Team player with a positive “can do” attitude with experience in performance driven environments.
• Experience in overlapping areas of event planning, marketing, admissions, transition support for expatriate families, customer service, or hospitality roles would be advantageous

COMPETENCIES AND SKILLS:

• Communication: Excellent English, strong written and verbal communication skills with an ability to consolidate information into concise, relevant reports
• Collaboration and coordination: An ability to coordinate work cooperatively and provide assistance as necessary to other team members.
• Content Knowledge: Core computer skills in word processing, spreadsheet, graphics, scheduling, Google docs and calendar, with an interest and ability to learn new applications.
• Creativity: An ability to create plans and schedule functions, events and meetings, as required
• Critical Thinking: An ability to prioritize and manage multiple competing priorities.
• Character: Strong attention to detail and a demonstrated confidence with a positive work attitude and initiative
• Cultural Competence: Experience working in a diverse, goal-oriented, and performance driven environment
  Shortlisted candidates will be required to provide references from their immediate supervisors at both their most recent and previous places of employment

OTHER RESPONSIBILITIES:

• Ensure compliance with all school’s policies and procedures as related to this position.
• Relate courteously and effectively with students, parents, school personnel, government personnel, and community members as necessary.
• Attend staff meetings and participate in school wide and office planning activities.
• Perform other duties and functions as assigned by the Director of Admissions
  The above job description is only indicative of the broad set of duties and responsibilities. Distribution of tasks is assigned by the supervisor. Other tasks may be assigned on the job, as deemed necessary by the supervisor.

Responsibilities :

• Provide administrative support to the Directors of Admissions and team.
• Coordinate the schedule and preparation for appointments and meetings for the Directors of Admissions.
• Support the team with special projects, both internal and external related to integrated admission-marketing communications.
• Represent the Admissions Officers as needed for drop-in visits, sensitive phone and email communications, group and individual campus tour opportunities, and other matters.
• Coordinate and support corporate, VIP, relocation agency and other visits/tours with the Admissions Directors and Team
• Prepare media presentations and print materials
• Procure and organize refreshments and resources
• Send out Admissions communications via the admissions database system
• Provide backup support to the department by managing the Admissions inboxes, phone calls and other duties when needed
• Organize and coordinate Admissions events
• Maintain all records, correspondence, spreadsheets and documents in a well-organized and accessible manner.
• Maintain strict confidentiality of all personnel and admissions matters.
• Manage work requests and work orders for the department.
• Handle Purchase Requisition and Payment Vouchers for Admissions.
• Prepare new student orientation through new family portal updates and sign ups by working with divisional offices to ensure start-of-school for each semester, orientation and welcome week material is prepared accordingly.
• Assist the SAS parents admissions ambassador program and provide guidance & support to the ambassadors in their daily work
• Develop the ability to tour the campus with prospective families
• Communicate and coordinate with the MOE, Waiver process the families, gather all the required documents for MOE submissions, validate all the documents. Prepare all the necessary forms and letters for the MOE waiver and work with the Associate Director of Admissions on the submission process to MOE department
• Prepare the confidential documents and validated applications for despatch to MOE office
• Assist families when inquiring about student’s possible leave of absence
• Coordinate English Proficiency Admissions Testing schedule with families on behalf of the Admissions officers
• Attend to walk-in parents with inquiries
• Cover the front desk reception daily for the Community Ambassador during 45 mins lunch break and in the evening or as neede