United Nations International School

Division: Middle School and High School Counselling Office
Position: MSHS Counselling Coordinator
Reports to: Secondary School Principal
Working Hours: 8:00am - 5:00pm from Monday to Friday

HOW TO APPLY:
Interested candidates please send your applications via school recruitment portal at https://www.applitrack.com/unishanoi/onlineapp/_application.aspx?posJobCodes=490&posFirstChoice=2020%20-%202021%20SCHOOL%20YEAR%20OPENINGS&posSpecialty=

Position Overview:

The MSHS Counselling Officer supports the team of Secondary counsellors on a day-to-day basis with the management of office workflow and appointment scheduling. Behind the scenes, the Counselling Officer plays an important role in the collection, management, and distribution of documents related to the university admissions process, a process that requires attention to detail and the ability to work with high volumes of information. Simultaneously, the Counselling Officer is the first point of contact for our diverse community and needs to be able to engage with students, families, and universities in a way that promotes the public reputation of the organization.

Deliverables:

● Office Administrator (Counselling): office facilities coordination, events coordinator for counselling department e.g. parent sessions, student sessions, room bookings, materials, food, translation, stationary management, financial request management, vendor contact point, inventory manager etc.
● University Documents: preparation, organization, communication with HS counsellors, teachers and students regarding teacher recommendations, predicted grades report, high school transcript, school reports, certificates, forms, etc. following the provided timeline, document management and cooperation with specific requests from families, especially from Korean and Japanese parents to send applications via DHL service throughout the year.
● University Management System (Cialfo) manager: team member (faculty and staff) management, student data and documents management.
● University Visitors and Events: serve as the contact point for visitors, facilitating their requests and organizing accordingly, event communications with UNIS community via various channels, off-campus events participation on behalf of the team when required to make and maintain connections with universities or educational organizations.
● Counsellor Schedule Coordinator: Student meetings, Parent meetings, Admin meetings, Team meetings and Parent-Teacher conferences.
● Leaving Students:
○ Teacher recommendation letters: communication with teachers, parents, students and counsellors about the process, school policy and being the point-of-contact for any concerns or assistance.
○ Document request for application: transcripts, academic records, test results, etc.
○ Leaving package: organization, preparation, communication and delivery to leavers following school schedule
● Enrollment: Transfer transcript
● Data and Form management: VX, Cialfo, HS Profile, various forms to manage, update and revise.
● Integrity and Authenticity: school stamps management, teacher recommendation policy, transfer and UNIS official transcript policy, receiving and returning documents policy, counseling confidentials.
● Graduation:
○ Senior Photo Day: including organization, preparation and communication with school office, photo company, Operations team, GLL, HS Counsellors, Secondary School Admin team regarding planning and workflow, site check, IRF, room booking, schedule planning, support in photo orders deliveries to seniors or families, coordination with photo company and the Advancement team until fully receiving the service.
○ Graduation tree, stone plague, cap and gown, tassels: Coordinating with school vendors, offices, the Principal, GLL and the event coordinator to get things ordered and delivered on time for the ceremony.
○ Senior check-out process: planning, organizing, communication and coordinating with relevant departments to manage the workflow.