HS Assistant 25-26/ 26-27

Thank you for your interest in joining The American School Foundation of Guadalajara!

At ASFG, we are deeply committed to our mission statement and learning goals. We believe that by nurturing purposeful learners, critical and creative thinkers, effective communicators, and engaged community contributors, our students—future leaders in Mexico and beyond—will develop the skills, understanding, and aspiration to shape a bright and sustainable future.

We value belonging and are committed to an ongoing process of cultivating a welcoming environment. This means continuously listening, learning, and adapting to ensure that every student and family feels seen, heard, and empowered to thrive.

Location: Colomos 2300, Italia Providencia, Guadalajara, Jalisco, México.

Mission:

The Secretary to the High School Principal's purpose is to support the Principal's educational leadership vision and ensure efficient office operations. They coordinate communication, administrative tasks, and assisting the development of strategic planning projects while serving as a reliable contact for administrators, staff, parents, and other community members. By managing records, schedules, and tasks, the secretary enables the principal to focus on strategic planning and educational initiatives. This collaborative role creates an environment for effective leadership, fostering collaboration, and achieving the school's educational objectives.

General Description of Responsibilities

Managing Direct Communication: The secretary handles incoming and outgoing communication on behalf of the principal. This includes answering phone calls, responding to emails, and managing correspondence.

Scheduling and Calendar Management: The secretary helps the principal manage their schedule by coordinating appointments, meetings, and events. They maintain the principal's calendar, schedule appointments, and ensure that the principal is well-prepared for each engagement.

Record-Keeping and Documentation: The secretary is responsible for maintaining and organizing important documents, records, and files related to the school's operations. This may include student records, staff documents, budgetary information, and other administrative files.

Meeting and Event Coordination: The secretary assists in planning and organizing meetings, conferences, and special events. They may help with logistics, such as reserving meeting spaces, sending invitations, preparing agendas, and taking minutes during meetings.

Correspondence and Report Preparation: The secretary assists in drafting, formatting, and proofreading various types of written communication, including reports, letters, memos, and announcements. They ensure that such documents are accurate, professional, and reflect the principal's voice.

Reception and Visitor Management: The secretary greets visitors, parents, and other individuals who come to the principal's office. They ensure a welcoming and professional atmosphere, direct visitors to the appropriate person or department, and handle inquiries.

Confidentiality and Discretion: The secretary maintains a high level of confidentiality and discretion when dealing with sensitive information, ensuring that privacy and confidentiality protocols are followed.

Office Management: The secretary may oversee general office tasks, such as managing office supplies, maintaining equipment, and coordinating administrative support services. 

Financial Management: They may also assist in budget tracking, scheduling payments, contacting suppliers, and expense reporting.

Team Collaboration: The secretary works collaboratively with other administrative staff members, teachers, and support staff to facilitate effective communication and coordination within the school to achieve the section's goals and operational needs.

Specific Functions and Responsibilities

• Organize meetings with parents of students at risk or with conditional enrollment and ensure that the signed letters are available for future follow-up.
• Prepare letters for students who are at risk or in a conditionally enrolled status (AR, CAR, CM, CCM, NAR, NCM).
• Plan daily teacher substitutions and distribute them among substitute teachers or HS teachers during their free periods. There may be a need for substitutions from teachers outside of HS, or MS, etc.
• Verify that absent teachers have sent the lesson plan for sub teachers to work with and distribute this document via email to substitute teachers and/or those who will assist that day. If the lesson plan is not available, contact the absent teacher and inquire about it.
• Enter the names of absent teachers daily in the Google calendar and mark them on the Personal Day calendar to keep track of each teacher's absences/leave.
• Organize, plan, and follow up on HS BIG events (HS Students Day, Graduation, Open House, Parents' meetings, and other events that the principal requests support with).
• Order food for requested meetings such as HS Department Heads and Faculty meetings.
• Organize and oversee the graduation ceremony each school year.
• Print the HS report of student grades called "Export Historical Grades" at the end of each term, semester, and year. Create an Excel report based on the previous report, listing students who have obtained grades of 65 or below
• Keep the Trumba calendar (internal and external) up to date with HS events.
• Translate text from English version to Spanish for communication that will be shared with parents, students or teachers. Work with each school year’s designated proofreading teachers to make and review any necessary changes.
• Create necessary messages for parents using Constant Contact. Email communication should be written and reviewed by the Spanish and English proofreaders accordingly.
• Create the payroll report for the section staff and submit it by the deadlines. Secretary must review the document with the section director prior to sending. Fill out the GSA report if P.E. support was requested. Remember to include the employee number.
• Assist the Section Director in the course selection process by opening Honors and AP Course petitions accordingly for 8th to 11th-grade students for the following school year.
• Assist in the Master Schedule process. (Board Creation, tag printing, etc…)
• Submit the Requisition Google Form to request follow-ups with payments, hire suppliers for major High School events, and necessary materials. Work with the Purchasing Department to fulfill the Requisition Form and select appropriate materials. 
• Submit Wire Transfer Google Form to request reimbursements, payments to suppliers or cafetería orders. Send corresponding invoices, budget account number, and brief description of the expense along with justification.
• Send the Event Request Form for coffee, tea, food services, etc., required for events.
• Maintain regular communication with Human Resources regarding illnesses, disabilities, teachers needing IMSS, ID's, FM2, FM3, etc.
• Resolve or address difficult situations and ensure they do not escalate or reach the Director, taking preventive measures and avoiding making inappropriate decisions that may jeopardize safety.
• Coordinate any information with HR regarding new hirings, teacher requests, etc.
• Maintain constant communication with the Assistant Director to stay informed about all events and report any situations that may affect students, the school, etc.
• Check emails upon arrival to prioritize and follow up.
• Attend the administrative training offered by the Human Resources department every Tuesday and attend external training on four Fridays per year in the afternoon shift (2:45-7 pm).
• Assist in summer courses, supporting the Summer Director and all parties involved.
• Over the summer, refer to and complete the HS Office Summer Tasks spreadsheet. 
• Assist the Security Department with a Door Duty role as requested by HR.
• Receive phone calls and follow up accordingly.
• Attend to parents and visitors.
• Assist parents with any requests, such as providing them with exit passes when they come to pick up their children from campus.