Administrative Coordinator

  • Full-time

Company Description

EF stands for “Education First”. Since 1965, we have helped millions of people transform their lives by breaking down the barriers of language, culture and geography.  Today we’re the world’s largest private education company- offering every imaginable way to learn a language, travel abroad, experience another culture, or earn an academic degree.  For more information, visit http://www.ef.com/careers.

 

Job Description

Administrative Coordinator

International Language Schools

San Diego, CA


OUTLINE:

 As a core staff member, the Administrative Coordinator is at the heart of all matters relating to the school, working very closely with the School Director to ensure smooth running of operations & continual improvement of services & procedures. 

 

CORE SKILLS: 

-       Outgoing & confident personality

-       Enjoy working in busy & varied environment

-       Organised with attention to details

-       Enjoy multi tasking

-       Creative & energetic with lots of common sense as key

-       Ability to handle difficult situations with ease & remain calm under pressure

-       Excellent communication & people skills

-       Team leadership & staff management of Customer Support team

 

RESPONSIBILITIES INCLUDE: 

  • Manages enrolment of new students and maintenance of database records, ensuring that all new bookings are confirmed within the required time, details checked carefully and changes made
  • Supervises work & training of other administration staff.
  • Assists with recruitment of new members of staff to administration department
  • Deals with enquiries from sales offices & other incoming calls & enquiries.
  • Ensures weekend transfers are collated and booked, liaises with transfers company to solve problems & improve service, monitors costs & invoices for transfer service.
  • Main point of contact with transfer company, advising of upcoming busy periods, authorised staff changes & password updates.
  • Helps students with insurance claims.
  • Monitors school’s Student Service by ensuring advice given is accurate & efficient, staff are friendly & helpful, and information given is up to date, including immigration, health care, welfare, finances and so on.
  • Manages weekly registration of new students, ensuring correct intake information is prepared, smooth and efficient running of registration, testing & talks, passport ID checking, following up missing students and so on.
  • Manages staff photo board, name badges, telephone lists & emergency contact list. 
  • Prepares written administration information for student intake folder.
  • Compiles weekly records of student course changes & any direct sales made in school.
  • Monitors direct student payments received in school, ensuring paperwork in order & payments are banked promptly.
  • Participates in emergency phone rotation together with other core staff members
  • Assists with arrangements for familiarisation tours or other visits to school.
  • Manages supplies to school by maintaining stock, ordering when required, processing invoices within budget and keeps stock areas tidy & organised.
  • Delegates essential tasks to others in event of absence, ensuring that sufficient training in place for administration team to cover.
  • Responsible for presentation, content & accuracy of general notice boards
  • Ensures reception area is kept clean, tidy & professional looking at all times.
  • Performs regular building ‘beauty checks’ along with other core staff to ensure best presentation of all school facilities.
  • Assist with setting up administration service & providing trained staffing for additional summer centres if required.
  • Assist with staff training for other EF schools if required.

 

International Language Schools provides young adults worldwide with instruction abroad in one of seven languages. Courses start every Monday of the year and run from two weeks to fifty-two weeks. Instruction from qualified native speakers is supported by a weekly activities program. 

 

International Language Schoolsis a division of EF. EF stands for “Education First”. Since 1965, we have helped millions of people transform their lives by breaking down the barriers of language, culture and geography.  Today we’re the world’s largest private education company- offering every imaginable way to learn a language, travel abroad, experience another culture, or earn an academic degree.  For more information, visit http://www.ef.com/careers.


EF is an equal opportunities employer. 

#CB

 

Additional Information

EF is an equal opportunities employer. EF offers competitive salaries and a multicultural working environment. If you are motivated by the prospect of an international career with a dynamic and forward-thinking company, we want to hear from you.