AISG is a caring community that looks for passionate teachers who bring their forward-thinking pedagogy along with an empathetic approach to enrich each child’s learning.   

DIVERSITY, EQUITY AND INCLUSION 
AISG embraces diversity and is committed to creating an inclusive and equitable workplace, welcoming applications from all qualified persons. We strive to attract, develop and retain highly talented diverse staff who share this commitment and who can contribute their unique perspective and experiences to enhance our programs. 

---THE POSITION--- 

This role supports the university counselors by managing administrative tasks, including scheduling, record-keeping, and coordinating communication among students, parents, counselors, and universities. Assisting organize events like university fairs and graduation ceremonies, maintains databases, and ensures accurate handling of transcripts and application documents. Additionally, the assistant needs to provide logistical support for counseling programs, assist with student inquiries, and uphold confidentiality in all operations. The position requires strong organizational skills and collaboration with faculty, staff, and external institutions. 

Reports to: Secondary School Principal 

---JOB OVERVIEW--- 

Office duties:  

Administrative Support 

• Maintain the UFP counseling office calendar, schedule appointments, and coordinate meetings between counselors, students, parents, and university representatives. 

• File student records, transcripts, recommendation letters, and application documents. 

• Track and record university visits, career events, and counseling sessions. 

• Maintain office supplies and ensure the UFP counseling space is organized, welcoming, and professional. 

• Process invoices, purchase requests, and reimbursements related to travels, events and subscriptions. 

Communication & Coordination 

• Coordinate with teachers, mentors, and administrative staff to support the UFP counseling program and deadlines. 

• Support logistics for events such as university fairs, information sessions, workshops, career week, and alumni talks. 

• Translate presentations to caregivers. 

• Liaise with universities to arrange the logistic aspect of visits from admission officers. 

Data & Reporting 

• Maintain application and admission databases (e.g., MaiaLearning and others). 

• Support data collection and reporting on student university placements by preparing summary reports and data sheets. 

Student Support 

• Assist in distributing university materials and test information (SAT, PSAT, TOEFL). 

• Ensure confidentiality and proper handling of all student information in accordance with school policy. 

• Send unofficial transcripts to students or alumni according to the University Counselor's instructions, or mail official transcripts by courier to the designated address/university as instructed. 

• Prepare relevant documents such as Enrollment Certificates, Graduation Certificates, Cover Letters, etc., based on the University Counselor's instructions, ensuring accuracy and compliance with requirements. 

• Prepare academic documents for students or alumni according to the University Counselor's instructions, including content and quantity, ensuring completeness and timeliness. 

• Responsible for communicating with the School Service department regarding all activities led by the University Counselor for graduates and Grade 11 students. Duties include procuring materials, booking venues, and confirming venue setup and arrangements. 

• Responsible for uploading all visit records of university representatives to the visitor system. 

Event Support:  

Graduation Yearbook Photo 

• Ensure all graduation gowns and stoles are dry-cleaned and ironed before the photo day. 

• Prepare name tags for the graduates. 

• Prepare necessary supplies for photography. 

• Assist graduates and teachers throughout the shooting day to ensure smooth operation. 

Graduation Ceremony 

• Communicate and establish a monthly meeting for graduation planning with relevant faculty and staff. 

• Collaborate with the procurement department to purchase necessary items for the ceremony. 

• Assist the principal and University Counselor with theater setup, including stage design, seating arrangements, national flags, floral arrangements, etc. 

• Send out graduation-related emails to parents. 

• Collect graduate diploma name information and the various forms they need to complete, and distribute the graduation invitations and programs to the graduates. 

• Collect the faculty and dignitary guests who will attend the ceremony and send out invitations and programs. 

• Assist the PTA with the distribution of gifts for the graduates and set up flowers for the ceremony. 

• Distribute high school diplomas to all the graduates after the ceremony on graduation day and collect all the graduation gowns. 

• Sort out post-event materials and collect related documentation. 

University Fair 

• Organize the list of participating universities and representatives based on the university counselors' requirements. 

• Procure materials needed for the fair. 

• Assist with on-site setup of the venue. 

• Welcome the university representatives and guide them to their booths. 

• Post-event organization and classification of university promotional materials, brochures, pennants, souvenirs, etc. 

---DESIRED QUALITIES--- 

• Bachelor’s degree or higher;  

• Fluent in English (Temp.8) with a minimum of 2 years of experience as an English-speaking secretary, preferably in an educational setting. 

• Excellent computer skills (MS Word, Excel, PowerPoint, Canvas, etc.). 

• Familiarity with university application systems (Common App, UCAS, Maialearning etc.) 

• Excellent time management and organization skills. 

• Ability to work independently and manage multiple tasks under deadlines. 

• High level of discretion and professionalism in handling sensitive information. 

• Interest in education, student development, or counseling support. 

---MORE ABOUT AISG--- 

WHY AISG 

• Our vibrant, positive community spirit - what we see as the heart of AISG - is one of our greatest assets. 

• We are the longest established and only not-for-profit international school in Guangzhou, enabling us to reinvest directly back into the school in support of our educational mission. 

• We were founded in 1981as the first international school in southern China and have established a rich history of educational excellence. 

• We only recruit forward-thinking and dynamic instructional leaders who wish to contribute to an environment that values creative learning and quality teaching. 

• We recruit faculty who are not simply looking for a ‘job’ but who are seeking to join a connected community. 

This position description is designed to outline primary duties, qualifications and job scope, but not limit the employee nor AISG to only the work identified. It is the expectation of the school, that each employee will offer their services wherever and whenever necessary to ensure the success of our organization.  

STUDENT SAFEGUARDING STATEMENT 
AISG is committed to the prevention of child abuse and to the protection of children in accordance with the United Nations Convention on the Rights of the Child, of which the People's Republic of China is a signatory. AISG is committed to child-safe recruitment practices. The school shall take all necessary steps to ensure that the selection and interview of potential new candidate hires are appropriately screened, and reference checks are conducted. All candidates will be subject to criminal background and employment checks. AISG will make direct contact with the candidates' current supervisors as part of our hiring practices.   

As mandated in the AISG Code of Conduct, all employees must report suspected incidences of child abuse or neglect whenever the employee has reasonable cause to believe that a child has suffered or is at risk of suffering abuse or neglect.