??????? PE Administrator | Hiba Academy Shanghai

Job Title: Administrative Support for Director of Physical Education
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Location: Hiba Academy
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Job Overview

Hiba Academy is seeking a proactive and detail-oriented Administrative Support professional to assist the Director of Physical Education and the broader department. This role involves managing a variety of administrative tasks, supporting curriculum planning, and facilitating effective communication within the school community.
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Key Responsibilities

Administrative Support for the Director and Department

• Perform advanced secretarial and clerical duties.
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• Handle administrative inquiries from staff and students.
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• Manage administrative systems, including databases.
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• Lead and implement project management initiatives.
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• Organize and prioritize tasks to meet deadlines effectively.
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• Oversee budget management and coordinate acquisition requests.
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• Attend PE/Sports meetings, take minutes, and track action items.
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• Produce and edit news articles related to PE and sports events and results.
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Learning Support

• Assist in maintaining curriculum planning and documentation.
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• Support the organization of interhouse sports events and interschool competitions.
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• Coordinate paperwork for trips, examinations, and events, including risk assessments.
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• Maintain department displays and assist with stocktaking of equipment.
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• Support academic Physical Education, including resource preparation and data tracking.
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Liaison

• Manage the Director's diary and respond to inquiries promptly and professionally.
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• Develop professional relationships with staff, students, parents, and external organizations.
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• Prepare correspondence, meeting minutes, and reports.
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• Assist in appointing coaches and CCA staff and manage facility and transport bookings.
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• Support government liaison tasks, including Zhongkao administration and student registration.
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• Collaborate with the school nurse to ensure first aid kits are well maintained for all teams.
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Additional Information

• This position requires flexibility and adaptability as tasks may evolve in a growing school environment.
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• Hiba Academy is committed to safeguarding and promoting the welfare of students and staff and expects all employees to uphold this commitment.
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Basic Qualifications

• Bilingual in English and Chinese.
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• Alignment with Hiba Academy's values.
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• A bachelor's degree or higher.
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Experience

• Previous experience in a PA, administrative, or secretarial role.
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Expertise

• Knowledge of a wide range of sports and physical activities.
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• Proficient in Microsoft Word, Excel, and other Microsoft 365 applications.
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• Competent with electronic databases (e.g., Meet Manager).
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• Excellent bilingual communication skills (written and oral).
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• Proven experience in handling confidential matters with integrity.
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• Strong problem-solving initiative and attention to detail.
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• Reliable and punctual with a professional appearance.
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Preferred Aptitudes

• Open, proactive, and patient demeanor.
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• Appreciation for cross-cultural inclusivity.
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• Sense of humor and flexibility.
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• Enthusiastic and passionate about sports and physical pursuits.
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