JOB FUNCTIONS:
1. Strategic operational management:
- In conjunction with the Department's senior manager, develop the department yearly plan regarding academic operations, student profile & data events, staffing and budgeting.
- To develop, implement, and review operational policies and procedures to enhance efficiency.
- To align processes, resources-planning and teaching goals with overall department strategy.
- To standardize the templates, materials used to deliver the operational work.
- To contribute to input in departmental monthly plans and timelines that are delivered to all International Primary Program
(IPP) staff.
- To oversee the day-to-day operations of the IPP, ensuring alignment with the school's mission and goals.
- To ensure compliance with school policies, international standards, and educational regulations.
- To support the Department’s senior managers in building and reinforcing departmental processes and relevant forms and templates related to administrations and operations which are in compliance and up-to-date with the School Parent Student Handbook and Employees Handbook on a regular and yearly basis.
- To ensure the effective use and maintenance of school facilities and resources, including classrooms, laboratories, and technology.
- To coordinate with the Facilities Department to address maintenance and repair needs promptly.
- To oversee the inventory and distribution of teaching materials and supplies.
- To develop and implement crisis management and emergency response plans ensuring the safety and well-being of students and staff.
2. Academic Operations:
- In conjunction with the Deputy Head of Academic (DHA), to ensure that staff are clear about the importance and role of the curriculum in contributing to Students’ spiritual moral, cultural, mental, and physical development, and in preparing Students for the opportunities, responsibilities and experiences of adult life.
- In accordance with the School’s directions, HR policies and Department Processes.
- In collaborations with the DHA, to support the implementation of all Curriculum deliverables on a daily basis by coordinate, arrange, assign substitutions and make records of substitution schedule of teachers and teaching assistants (TAs) and making sure the teaching activities and student’s learning progress are maintained and conducted effectively under supervisions.
- To coordinate with the DHA to standardize the assessment template and format and ensure the readiness of assessments on Semester basis.
- To provide quality assurance monitoring and intervention with all Teachers and TAs.
- Establish clear expectations and constructive working relationships among Teachers involved with the curriculum, including through team working and mutual support; developing responsibilities and delegating tasks as appropriate; evaluating practice; and developing an acceptance of accountability.
- To provide directions for the Academic executive team to plan, organize, and execute, ensure logistics and monitor a variety of school events, including orientation sessions, parent-teacher conferences, Student Outings (Field Trip), Spelling Bee, Math Olympiad, Science Fair, TOEFL Test, MAP test, ect.
- To manage scheduling and timetabling to optimize the use of school facilities and resources.
- To oversee procurement processes, ensuring cost-effective purchasing of supplies and equipment.
- To maintain accurate and confidential student records, staff information, and program statistics.
- To utilize data management systems to streamline data collection, analysis, and reporting.
- To prepare and present data reports to inform strategic planning and decision-making.
- To handle correspondence, documentation, and record-keeping with attention to detail and accuracy.
3. Community Engagement:
- In collaborations with the Department’s senior managers, School’s and other Departments’ management teams to ensure the effective and efficient management and organization of the Department’s and inter-departments operational activities to meet the common objectives and deliver results at the required standard of quality that are in line with the respective operational plans and development strategies.
- To serve as a liaison between teachers, administrative staff, students, and parents to address operational issues and concerns. To plan and organize department outing activities, including field trips, excursions, and community service projects and ensure all activities comply with safety regulations and school policies.
- To foster effective communication between the IPP and other school departments, including Academic, Admissions, Finance, and Facilities.
- To ensure timely dissemination of information and updates to relevant stakeholders.
- To develop and manage parent-school communication protocols under the student-parent handbook.
- To ensure effective and consistent communication with parents regarding student progress, school events, and policy updates.
- To organize informational sessions and workshops to engage parents in their children’s education when required.
4. Budget and Financial Management
- To develop, monitor, and manage the department’s budget in alignment with the school’s financial policies and strategic priorities.
- In conjunction with the Department’s senior managers, prepare the Department yearly budget plan including academic operations, department administration, people management costs.
- To track expenditures, identify cost-saving opportunities, and implement budgetary controls.
- To prepare financial reports and forecasts, providing insights and recommendations to senior management.
- To monitor and train staff regarding the Proposal and PR process, ensuring the compliance with Finance protocols.
5. Talent Retention and People Development:
- To assist in the recruitment, training, and professional development of administrative and support staff.
- To provide mentorship and guidance to staff, fostering a collaborative and positive work environment.
- To conduct regular staff meetings to communicate updates, gather feedback, and address concerns.
- To engage and strictly follow the school’s recruitment policies while building an operational team.
- To participate in the Department and the School’s L&D activities as assigned by HOD. The assigned tasks may include planning, course design, course coordination and conducting, course review and analysis.
- To be an advocate to, embrace, and nurturing the learning and development mindset and culture among the department.
- To provide initiative, idea, comments, feedback to the L&D planning and its execution of the Department and the School.
- To identify opportunities for process improvements and operational efficiencies within the department and offer continuous professional development opportunities for operational staff that focus on education and project management skills and interpersonal skills.
- To provide coaching, on the job training, opportunities, and other forms of support to the operational team.
- In conjunction with the Department’s senior managers, to identify areas of professional development and aid in mapping out PD plans and other avenues for Teachers’ and staff’s growth.
QUALIFICATIONS:
1. Qualifications, Experiences:
- Required: BA, BSc, Bed. A master’s in education or a MBA is preferable.
- Desirable: Teaching Certification, PGCE, or QTS, ME.
- Required: A minimum of 5 years of teaching experience (full-time) at an international or bilingual school and has experienced management roles in education.
2. Expected Capabilities:
- The ability to adapt to changing work priorities and maintain flexible working hours.
- The ability to work well under pressure.
- The ability to establish and maintain constructive working relationships with openness and flexibility.
- The ability to work with a diverse group of individuals with an understanding of different personal and cultural backgrounds.
- The ability to facilitate group discussion, analyze situations, and draw conclusions.
- Logical, critical thinking and attention to details and result oriented.
- Excellent organizational skills and problem-solving skills.
- Leadership skills (task design and delegation, coaching, supervising, leading by examples, giving feedback, making decisions, etc.)
2. Individual Output:
- Excellent verbal and written communication skills.
- Excellent knowledge of the curriculum and all standards applied to it. Also master the up-to-date methodology and techniques of education.
- Understand and drive the school’s strategy and mission.
- Drive the ethos of cost saving and profit growth all the way through the department, and the projects involved. Explore and recommend new cost effective/innovative methods to deliver tasks and projects.
- Strong presentation and outstanding personal and interpersonal communication skills.
- Excellent planning, multi-task, and time management skills.
- Proven experience as a strategic planner and demonstrable strategic thinking abilities.
- Analytical mind with problem-solving aptitude.
- Punctual and capable of consistently meeting deadlines and strong commitment to general department functions.
- Skilled relationship builders and mediators, liaising between the people and management.
- Able to work productively as part of a team.
- Demonstrate willingness to and enthusiasm for professional growth.
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