The following summarizes the roles and responsibilities for all school administrators:

Each Administration Officer is responsible for maintaining week to week corresponding school administrative and personnel services in order to meet requirements and support school normal operations. All school administrators are required to come to school each school day from 12:45-3:00pm to ensure school normal operation and attend school Administrative meetings in addition to assigned school admin duties (ends at 5:00pm). In case of family emergencies and out of town so that unable to attend normal school day, arrangement should be made between principal and the administrative officer ahead of time to ensure normal school operation not to be interrupted. Each Administration Officer must work within school operation policies and procedures and stay in compliance with all related regulations. The term of school admins lasts for at least one year, renewable based on personal interest, appointment by school principal and school operational needs. In case of a need of early termination of the role due to unforeseen situation, the individual officer must work with Principal and give adequate time of retirement notice to ensure enough time to find a corresponding successor for a smooth transition.

RESPONSIBILITIES:

School Principal:

REPORTS TO: ICCCI Board of Directors

The school Principal serves as the school leader, responsible for managing the policies, regulations, and procedures to ensure that all students are supervised in a safe learning environment that meets the approved curricula and mission of the school. Inherent in the position are the responsibilities for maintaining school relationship with Carmel High School, school administrator and PTO management, and overall facility operations.

●     Ensure school rental facility agreement filed and approved in a timely manner to secure our school operation facility in place for each school year.

●     Communicate with ICCCI board on school needs, progress and seek high level guidance and budget approval to maintain normal school operation

●     Establish and promote high standards and expectations for all students for academic performance and responsibility for behavior.

●     Manage, evaluate and supervise effective and clear procedures for the operation and functioning of the school consistent with the philosophy, mission, values and goals of the school including Chinese programs, extracurricular activities, discipline systems, program evaluation, personnel management to ensure normal school operations.

●     Work with Director of Education and afterschool programs to establish procedures for evaluation and selection of textbooks and instructional materials and teacher’s performance evaluations, and hiring of teachers to ensure high quality of Chinese education.

●     Work with Director of Communication to ensure timely communication with parents and students on school calendar, events, emergency changes and normal school operational news and communications.

●     Work with Director of Registration to ensure an accurate recording of student roster and registration system.

●     Work with Director of Security to ensure a safe and orderly climate, building and classroom maintenance and emergency procedures. Communicate with Carmel High School Officials to ensure reported issues and complaints addressed in a timely and courteous manner to maintain a good relationship and ensure the rental facility not at risk.

●     Work with school accountant to evaluate and approve school operational equipment purchase and operational expenses.

●     Work with Director of Operation to establish and maintain an effective inventory system for all school supplies, materials and equipment and necessary purchase for all school events and activities.

●     Work with school Principal Assistant to conduct meetings, as necessary for the proper functioning of the school: weekly meetings for Admins, PTO meetings etc. to coordinate efforts, timely communication of policies and strategies.

●     Work with Director of Website and Media to plan all school operational activities to ensure an effective, motivating and attractive environment for all students and parents to stay engaged.

Principal Assistant:

Reports to: Principal

●     Work as back up for Principal and oversee entire school operation when Principal is leaving absence or in vacation.

●     Working with Principal and school admins to be responsible for preparing, organizing and conducting all school meetings and activities.

●     Help Director of Registration to prepare and design annual big events including, annual storytelling, graduation ceremony, end of year picnic, and New Year Gala.

●     Work with principal and Director of Website and Media to plan for school related seminars and events to promote Chinese education and culture.

●     Work with Admin team to prepare for all school meetings and prepare for agenda items and follow up actions items.

●     Work with Director of Security and PTO to ensure overall school operation in a safe and orderly environment.

●     Timely communicate with principal and school admins on school status.

Director of Education:

REPORTS TO: Principal

●     Responsible for new semester registration preparation, online registration setup, Chinese teacher’s placement, and Chinese program curricula development and implementation.

●     Communicate with teachers to ensure timely feedback to address any issues arised from Chinese programs.

●     Work with teacher to reinforce weekly classroom attendance sheet and classroom maintenance policies.

●     Work with Director of Registration to update registration system with teachers’ class attendance sheet on a weekly basis to ensure accurate recording of class enrollment and attendance are matched.

●     Work with teacher to ensure appropriate support of resources and equipment for a normal school operation.

●     Work with Education PTO and Director of Communication to develop evaluation standard and criteria, conduct teacher’s evaluation system (Online and in Classroom).

●     Work with principal to conduct teacher’s performance review and propose teacher’s salary and bonus level based on school operation status.

●     Work with Director of Activities to prepare and organize annual storytelling competitions both school round and state round, and annual graduation ceremony.

●     Timely communicate with principal and school admins on Chinese school related announcements.

Director of Afterschool Programs:

REPORTS TO: Principal

●     Responsible for new semester registration preparation, online registration setup, After School teacher’s placement, and curricula development and implementation.

●     Work with principal to hire needed after school program teachers

●     Prepare and sign contracts with each afterschool teacher to ensure their understanding the contract terms and their responsibilities including classroom compliance and weekly student attendance sheet.

●     Communicate with After-school teachers to ensure timely feedback to address any issues arisen from afterschool programs.

●     Work with Director of Communication to address any issues from parents.

●     Work with Director of Registration to update registration system with teachers’ class attendance sheet on a weekly basis to ensure accurate recording of class enrollment and attendance are matched.

●     Work with teacher to ensure appropriate support of resources and equipment for a normal school operation.

●     Work with Education PTO and Director of Communication to conduct teacher’s evaluation system.

●     Work with principal to conduct teacher’s performance review and propose payment based on actual class income based on the contract.

●     Work with Director of Activities to prepare and organize annual graduation ceremony performance and Chinese New Year Gala participation.

●     Timely communicate with principal and school admins on Afterschool classes’ status.

Director of Registration:

REPORTS TO: Principal

●     Responsible for new semester registration preparation, issuance of student invoice, maintaining student enrollment record in a clear and accurate way, and ease of tracing using QB system once implemented.

●     Assist parents to follow the correct procedure for switching classes or requesting refunds using the refund form procedure to complete all required signatures.

●     Update registration system with teachers for class attendance sheet on a weekly basis to ensure accurate recording of class enrollment and attendance are matched.

●     Work with accountant on tuition dues and follow up with parents to collect payments.

●     Timely communicate with principal and school admins on enrollment status.

Director of Communication:

REPORTS TO: Principal

●     Responsible for new semester registration preparation, online registration setup, timely email communication with parents and students.

●     Prepare and maintain a real time parent and student list by updating the email list with new semester enrollment.

●     Work with Director of Registration to ensure an accurate student roster.

●     Work with Principal to ensure timely communication with admins with meetings and announcements.

●     Work with secretary to conduct and maintain good records of meeting minutes and important procedures.

●     Work as point person for ICCCI official account and communications.

●     Work with Director of Education and Education PTO to conduct teacher’s online evaluation system.

●     Work with Director of Education and Director of Activities to prepare and organize annual Storytelling, graduation ceremony performance, annual picnic, seminars and Chinese New Year Gala participation.

●     Timely communicate with principal and school admins on school communication status.

Director of Security:

REPORTS TO: Principal

Oversees: Security PTO

●     Responsible for new semester registration preparation, classroom assignment, timely email communication with parents for their online duties sign up.

●     Prepare and maintain a real time parent duty update and ensure appropriate duty assignment.

●     Work with Admin on duty to be responsible for classroom compliance after school each week to ensure no compliance complaints or safety violations from CHS.

●     Conduct annual safety drill as necessary.

●     Work with Principal to ensure timely communication with admins and parents with any issues in classroom compliance and safety related accidents and findings.

●     Work with Accountant to conduct and maintain good records of parent duty complement (sign in and sign out sheet) so that security deposit refund check can be issued in a timely manner.

●     Conduct annual safety drill as necessary.

●     Work with Security PTO to ensure overall school operation in a safe and orderly environment.

●     Timely communicate with principal and school admins on school security status.

Director of Operation:

REPORTS TO: Principal

●     Responsible for new semester registration preparation, textbook purchase and preparation according to enrollment status.

●     Prepare and maintain a real time update and ensure appropriate textbook stock.

●      Establish and maintain an effective inventory system for all school supplies, textbooks, materials and equipment.

●     Work with Admin and Principal to conduct appropriate school related purchases and keep a good record in the QB system or an excel file.

●     Work with Principal to ensure timely communication with admins and parents with any textbook related issues.

●     Work with Accountant to conduct and maintain good records of purchases and inventory.

●     Work with Admin team to prepare for all school related activities.

●     Timely communicate with principal and school admins on school operational purchase status.

Director of Website and Media:

REPORTS TO: Principal

●     Working with Principal and school admins to be responsible for preparing, organizing and conducting all school major activities and media release.

●     Prepare and design annual school related events including, but not limited to, annual storytelling, graduation ceremony, end of year picnic, New Year Gala.

●     Work with principal to plan for school related seminars and events to promote Chinese education and culture.

●     Conduct appropriate media support including A/V and necessary resources.

●     Timely communicate with principal and school admins on school activity status.

School Accountant:

REPORTS TO: Principal

●     Implement and follow financial policies and procedures

●     Assist principal with preparation of the budget and payment forms.

●     Deposit tuition and income checks and issue payment and reimbursement in a timely and proper manner in compliance with school financial policies.

●     Communicate with ICCCI Treasurer with accounting updates in an accurate and timely manner.

●     Ensure transaction data are properly recorded entered into the QB system when implemented or Excel form.

●     Prepare income statements.

●     Prepare balance sheets.

●     Maintain insurance coverage by paying the premiums on time.

●     Work with Director of education and afterschool programs to prepare teachers’ salaries in a timely and accurate manner to ensure timely issuance of payment.

●     Assist with the annual audit if needed.

●     Maintain detailed financial files and records (deposits and expenses).