HS Administrative Assistant Position (Immediate Start, 2025)
WBAIS and Israel
Established under the auspices of the American Embassy in 1958, The Walworth Barbour American International School in Israel (WBAIS) is a MSA accredited, fully independent, co-educational Pre-K - 12 international school, which offers a robust program leading to a US high school diploma.
With a present enrollment of approximately 690 students representing over 40 nationalities, WBAIS Israel is a diverse and vibrant community. Approximately 30% of WBAIS students are American, 40% from countries all over the world, and 30% Israeli.
In 2008 WBAIS moved to its current 19-acre campus that opened in 2007 and is located in the town of Even Yehuda, a residential community approximately 20 kilometers north of Tel Aviv. The purpose-built campus includes four separate divisions, a performing arts building with a 400-seat auditorium, full gym, cafeteria, library and media center, athletic fields, tennis and basketball courts, and an olympic-sized pool.
Position Objectives
The School shall employ an individual to be the Administrative Assistant to both the High School and the Counseling Department.
His/Her term of appointment and salary shall be determined by the school administration as outlined in the salary scale and working conditions as determined by the Board of Education.
The High School Administrative Assistant is employed to assist the high school principal and counselors in executive assistant duties, and assist the high school principal, counselors, teaching staff, visitors, in maintaining the high school counseling office and public area as a welcome and efficient reception area, as well as maintain a supportive and collegial atmosphere with all other AIS faculty and staff.
Key Competencies
Skills:
- Outstanding organizational skills in order to efficiently manage administrative tasks such as scheduling, correspondence, and record-keeping to ensure smooth operation of the High School office;
- Excellent communication skills including verbal and written communication skills to effectively interact with all stakeholders including students, parents, faculty, and staff, providing courteous and professional assistance in person, over the phone, and via email.
Knowledge:
- Excellent knowledge of and understanding of school administrative procedures, policies, and protocols, including student enrollment processes, attendance tracking, and school event coordination;
- Excellent knowledge in office productivity software (e.g., PowerSchool, G-Suites, MAIA Learning) and other technology/systems at AIS in order to perform tasks such as data entry, report generation, and document formatting efficiently;
- Good knowledge of AIS divisions and an understanding of HS practices/schedules/courses;
Judgment:
- Excellent ability to identify and resolve routine administrative issues independently, exercising good judgment and resourcefulness to address challenges as they arise.
- Excellent judgment in making decisions in ambiguous or time-sensitive situations, knowing when to seek guidance from the Principal or other appropriate AIS leadership team members or colleagues;
Accountability:
- Is accountable in maintaining confidentiality and handling sensitive information with discretion, particularly regarding student records, disciplinary matters, and personnel issues;
- Ensures completion of tasks accurately and on time, including meeting deadlines for reports, attention to detail in any/all correspondence, and other administrative responsibilities.
Essential Responsibilities
- Provide logistical support for all High School Trips
- Supports the counselors with the administration/logistics and organization of testing programs (PSAT, SAT, AP, etc.)
- Supports the college counselors with the processing of all materials for the college application process including updating and maintaining data in the college application program MaiaLearning
- Maintains accurate student records and files: report cards, transcripts, class schedules, class lists, diplomas.
- Maintains copies of master teacher schedule, room schedule, student enrollment lists and K- 12 student information, including an up to date HS Google Calendar, adding and editing events.
- Coordinates the quarterly and semester report forms for distribution.
- Maintains admissions/testing materials for new applicants.
- Retrieves and sends out ex-student records from archives, where required. Dispose of unnecessary materials in ex-student records.
- Provides logistical and administrative support for counseling and school events, including the High School graduation ceremony
- Maintains a work schedule system of tasks interfacing with the counselors and HS Principal to ensure that the work is done accurately and in a timely manner, including scheduling appointments and maintaining the Google Calendar for the counselors and the HS Principal.
- Arrange for maintenance of equipment and supplies including maintaining forms, supplies, and general office maintenance and appearance, including a preventative maintenance program;
- Organizes key allocation and maintains key supply for distribution to staff and substitutes where needed.
- Provides logistical support for Parent Teacher Students Conferences, along with coordination among the ES/MS and HS Administrative Assistants
- Coordinates HS Teacher Substitution, including working at home when needed, and maintaining an up to date substitution list of potentially viable subs.
- Responsible for Petty Cash, with detailed records
- Coordinates with teachers to help organize their events
- Performs other duties as assigned.
Preferred Qualifications
- Bachelor’s Degree
- Previous experience in a similar role.
Child Protection
WBAIS is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. Aligned with the recommendations of the International Task Force on Child Protection, we hold ourselves to a high standard of effective recruiting practices with specific attention to child protection.
Position Details
Reports to: High School Principal
Job Capacity: 100%
Start Date: Start would be as soon as the position is filled. Preferably in March.
Contact Information
Apply @: https://wbais.bamboohr.com/careers/102
Email: [email protected]
WBAIS Website: https://www.wbais.net
Phone: +972-9-890-1000 / Fax: +972-9-890-1001
Address: 65 Hashomron St., Even Yehuda, 4051765
