School Administration Officer

Job Description

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.

Job Specification

• Minimum: Bachelor's Degree in Management, Public Administration, Education Administration, or a related field.
• Master's Degree or equivalent preferred.

Experience

•  Minimum 2 years of experience in school or institutional administration.
• Prior experience in a school setting (ECD to Grade 12 or college level) is strongly preferred.

Skills & Competencies

• Strong proficiency in MS Office Package (Word, Excel, PowerPoint) and Google Workspace.
• Demonstrated ability to draft professional official letters, employment contracts, and appointment letters with accuracy and appropriate formal language.
• Excellent Nepali and English typing, written and verbal communication skills.
• High level of accuracy and attention to detail in record-keeping and document processing.
• Ability to maintain confidentiality and handle sensitive student/staff information professionally.
• Strong organizational and time-management skills with the ability to handle multiple tasks.
• Familiarity with Nepal's education system, and school regulatory requirements is strongly preferred.
• Working knowledge of the functions of EDCU Kathmandu, Education Department of Kathmandu Metropolitan City, and related government bodies.
• Hands-on proficiency in the Education Management Information System (EMIS) — including data entry, record updates, and timely submission throughout the academic journey.
• Experience coordinating with Resource Persons (RPs) and Resource Centers under the government education structure.
• Ability to stay proactively updated on government circulars, policy changes, and official directives relevant to the school.
• Knowledge of school management software or ERP systems is a plus