HVSS is seeking a highly organized, detail-oriented, and proactive School Administration Officer to oversee and manage all administrative operations of the school and college sections. This is a key leadership-support role that ensures the smooth day-to-day functioning of the institution, upholds record accuracy, and facilitates effective communication between students, staff, and the Principal.
Key Responsibilities:
A. Attendance Management & Reporting
Monitor and record the daily attendance of all students and teaching/non-teaching staff.
Compile and maintain accurate attendance registers for both the school and college sections.
Prepare and submit regular attendance reports to the Principal — daily, weekly, and monthly.
Flag and follow up on persistent absenteeism cases and coordinate with class teachers and parents as necessary.
Maintain leave records and ensure proper documentation of approved leaves.
B. Document Management & Official Printing
Design, format, and print all official school documents, including circulars, notices, letters, certificates, and identity cards.
Print and manage the distribution of student report cards each term, ensuring accuracy and completeness of academic records.
Maintain an organized filing system (both digital and physical) for all school administrative documents.
Coordinate with subject teachers and the examination department to compile marks and generate report cards on time.
Draft official correspondence on behalf of the school as directed by the Principal.
C. General Administrative Operations
- Handle student admission processes, enrollment records, and transfer certificates.
- Maintain and update the school database, including student profiles and staff records.
- Coordinate logistics for examinations, parent-teacher meetings, and school events.
- Liaise with the accounts team on fee collection records and notify parents of pending dues.
- Respond promptly to inquiries from students, parents, and external stakeholders.
- Assist the Principal in scheduling, planning, and follow-up of administrative tasks.
- Ensure compliance with all regulatory and government-required documentation.
D. Government Liaison & Educational Coordination
Maintain a thorough understanding of the roles, functions, and procedures of relevant educational government offices and officials.
- Serve as the primary point of contact between HVSS and the Education Development and Coordination Unit (EDCU), Kathmandu, ensuring all correspondence, submissions, and compliance requirements are addressed promptly.
- Regularly monitor, collect, and disseminate official notices, circulars, policy updates, and directives issued by the EDCU, Kathmandu.
- Keep updated with all notices, information, and regulatory guidelines shared by the Education Department, Kathmandu Metropolitan City.
- Coordinate with Resource Persons (RPs) and Resource Centres as assigned by EDCU or the Education Department, and facilitate their visits, training sessions, and inspections at HVSS.
- Ensure the school's timely participation in government-initiated programmes, surveys, data submissions, and reporting requirements.
- Operate the Education Management Information System (EMIS) proficiently and maintain all required school and student data entries throughout the academic year.
- Record and update student enrollment, attendance, dropout, promotion, and completion data on EMIS at each required stage of the academic journey — from initial admission through Grade 10.
- Coordinate with EDCU and the Education Department to submit EMIS data accurately and within stipulated deadlines each academic cycle.
- Regularly verify EMIS records for consistency and correctness, and rectify discrepancies in coordination with the concerned government authorities.
- Maintain an organized record of all government correspondence, approval letters, affiliation documents, and inspection reports.
- Proactively follow up with concerned education offices regarding pending approvals, certifications, or policy clarifications that affect school operations.
E. Official Letters, Contracts & Appointment Documentation
- Draft, format, and issue all categories of official school letters, including letters addressed to government bodies, parents, staff, partner organizations, and external stakeholders.
- Prepare employment contracts for new teaching and non-teaching staff in accordance with the school's policies, Labour Act provisions, and applicable educational regulations.
- Issue formal appointment letters to newly recruited employees, ensuring all terms — designation, salary, probation period, duties, and joining date — are clearly documented.
- Maintain a complete and confidential record of all staff contracts, appointment letters, and employment-related documents in both digital and physical files.
- Coordinate with the Principal for review, approval, and signing of all official letters and staff documents before issuance.
- Prepare and process renewal letters, promotion letters, increment notifications, and experience certificates as directed by the Principal.
- Ensure all outgoing official correspondence is properly referenced, dated, filed, and dispatched in a timely manner.
