[SNA IB HCMC] DIPLOMA PROGRAM ASSISANT

Teacher and Department Liaison:
• Act as a bridge between teachers and school departments, ensuring a smooth flow of information and resources.
• Monitor and update student attendance and attitudes, providing support when necessary.
Teacher Schedule Management:
• Monitor and update teacher schedules in case of changes, such as teacher absences or out-of-school schedules.
• Provide support to teachers and ensure minimal disruption to the teaching and learning process.
Feedback Handling:
• Follow up on situations related to daily DP teaching, collecting feedback from teachers, students, and parents.
• Report any significant issues to the IB DP Coordinator and seek guidance for resolution.
Event Support:
• Collaborate with staff from other departments to support school events, particularly those related to the DP curriculum.
• Assist in event planning and logistics.
Stationery and Equipment/ textbooks Management:
• Monitor, update, and set up monthly stationery and equipment needs for teaching and learning, following approval from the IB DP Coordinator.
• Process DP textbook orders, including online, book-on-book (BOB), and print copies.
• Coordinate with relevant personnel for procurement of office stationery.
Parent and Departmental Feedback:
• Record comments and feedback from parents and other school departments regarding IB DP activities and programs.
• Provide two-way information to parents through newsletters, emails, or communications from the IB DP Coordinator.
Administrative Support:
• Assist the IB DP Coordinator in managing the DP group, including administrative tasks and record-keeping.
• Ensure the implementation and development of the IB DP in line with IB Programme Standards & Practices and other IB-mandated guidelines.
• Attend/ organize conferences, workshops, and regional meetings and take minutes when necessary.
Examination Setup and Management:
• Prepare and set up the examination hall for all relevant assessments and exams.
• Ensure that the examination environment is conducive to student success.
• Coordinate the printing and distribution of exam papers.
• Process customs clearance for receiving exam papers and diplomas.
Budgeting:
• Collaborate with the Accounting department to create an annual IB DP budget.
• Manage and update the IB DP budget as per the guidance of the DP Coordinator.
Translation Support:
• Assist in translation needs, including reviews, comments, letters, emails, and other documents, as required by the department.
Resource Procurement:
• Ensure that appropriate textbooks and resources are available before the start of each academic year by liaising with the purchase department and library.
• Perform other tasks assigned by the line Manager.

Qualifications and Experience
• Bachelor’s degree in education, administration, English or a related field.
• Minimum 2 years of experience in an educational or administrative role.
Skills and Competencies
• Strong communication and interpersonal skills to liaise effectively with teachers, parents, and departments.
• Excellent organizational and multitasking abilities for managing schedules, events, and resources.
• Proficiency in office tools and school management systems.
• Problem-solving skills with adaptability to handle schedule changes or urgent issues.
• Familiarity with IB standards, examination protocols, and budgeting processes is an advantage.
• Translation skills (if applicable) for bilingual or multilingual communication.
Personal Attributes
• Team-oriented and proactive with a collaborative mindset.
• Culturally sensitive and able to work in a diverse school community.
• Discreet and professional in handling sensitive information.