College Counselling & IB Programme Assistant

2022, February 10
College Counselling & IB Programme Assistant 10th February 2022


We cultivate social innovators to inspire the best in humanity and create a world that is more equitable, sustainable and united. We nurture students’ character, curiosity and motivation to positively impact their communities, demonstrating the courage to change and inspire.

Our Core Values

RESPECT: We respect different ideas and show empathy and appreciation towards others’ thoughts and feelings.

UNITY: Celebrating unity in diversity and creating a compassionate community that is accepting of everyone.

CARING: We are caring towards each other and our environment.

EXCELLENCE: We challenge ourselves and strive to do our best and encourage excellence in our community.

SERVICE: We learn, grow, and develop our gifts to serve others.

Overview of Purpose

The College Counseling & IB Programme Administrative Assistant will support the IB Coordinator and the Head of College Counseling with ensuring the smooth administration of key tasks in the High School. This role involves both administrative and interpersonal relations with key stakeholders.

Breakdown of Specific Responsibilities

General Administration
  • Assist in maintaining Bulletin Boards and Displays
  • Submit stationary order and stock requests, purchase requests and reimbursement forms on behalf of the IB Coordinator and College Counsellor
  • Inform IT to reorder and manage stock of copier paper, ink and toner and supplies for Teacher Workroom as needed.
Greet Visitors
  • Meet non-Daystar visitors at Security Gate
  • Handle sign in with Guard and ID Lanyard protocol
  • Escort visitors back to the security booth and return lanyard
  • Submit stationary order and stock requests, purchase requests and reimbursement forms on behalf of the IB Coordinator and College Counsellor
  • Inform IT to reorder and manage stock of copier paper, ink and toner and supplies for Teacher Workroom as needed.
Maintain College Counsellor’s and IB Coordinator’s Appointment Calendar
  • Book parent and family meetings
  • Book student meetings
  • Book standing meetings with colleagues, committees and other school obligations
  • Coordinate and translate IB and College Counseling parent programs cohosted with, or sponsored by, Daystar and Ivy Group’s Marketing department
Staff Evening Programmes
  • Translate presenter(s)
  • Check-in attendees
  • Reproduce and distribute handouts
Translation Services
  • Translate from English to Chinese and/or Chinese to English correspondence to and from families, including Daystar Online Journals, Newsletters, Notices and Direct Messages
  • Translate English to Chinese and/or Chinese to English programme PPTs and flyers
  • Translate family meetings in person and via Teams for College Counsellor/IB Coordinator
  • Translate Chinese to English relevant WeChat articles and translate English to Chinese relevant articles from American and UK publications
Maintain College and IB Programme Information Calendar
  • Virtual and In-Person sessions
  • Updated daily
  • Distributed to HS students and parents weekly
Maintain and Renew Professional Memberships
  • International Association for College Admissions Counseling (IACAC)
  • National Association for College Admissions Counseling (NACAC)
  • Association for College Counselors in Independent Schools (ACCIS)
  • Beijing Academy for College Counseling (BACC)
  • China Institute of College Admissions Counselors (ChinaICAC)
  • American Association of Collegiate Registrars and Admissions Officers (AACRAO)
Maintain and Renew Professional Subscriptions
  • Chronicle of Higher Education
  • Inside Higher Ed
  • Times Higher Education (THE)
Online Platform Management (following training)
  • Maintain contracts
  • Update databases and ensure student, teacher and class placement data is accurate
  • Run reports as requested
  • Platforms covered:
    • Cialfo – College Counseling
    • ManageBac – IB Coordination and Transcript Production
    • Turnitin – plagiarism software
    • Kognity – IB Teaching and Learning
    • InThinking– IB Teaching and Learning
Internal and External Testing
  • Staff Practice Test Administrations and Assist with Securing and Mailing Materials for Formal Internal and External Examinations. Some examples include:
    • PSAT
    • Duolingo English Test
    • IELTS
    • TOEFL
    • IB Official Examinations
    • High School – Mock Examination Week and Mid/End of Year Testing Weeks
    • Other major assessments
Maintain a databases
  • Which may include but are not limited to:
    • Student Summer Programmes
    • Sources of academic scholarship and Student Aid for various universities
    • Virtual Campus Tours
    • Livestream and Recorded College Counseling Information Programming for Students and Parents
Record Keeping and Communication
  • Generate student transcripts for college application, scholarship and summer program submissions
  • Coordinate submissions of college application materials
  • Maintain files of student and parent permission and release forms
  • Maintain a record of supplemental high school and summer program transcripts
  • Manage college rep visits (virtual and in-person)
  • Maintain IB Programme Declaration Forms
  • Track and distribute Official IB Diplomas, Certificates to students or their families either via mail or personal pick up
  • Manage IB legalisation of results process, ensuring results and certificates are sent to student’s preferred choice of university
  • Reorder certificates from IBO on request
  • Manage annual update of the School Profile
  • Manage student registrations for IB Examinations, including entries and withdrawals
  • Support the IB Coordinator in the upload of student External Assessments, including Personal Project, Extended Essay and subject-specific assessments
  • Support the IB Coordinator in the upload of student Internal Assessment and support with distribution and communication of the moderated internal assessment sample uploads.
Supporting parents and students
  • Relate parent questions to the appropriate member of staff
  • Maintain positive relationships with students and parents both via phone calls and written communication
  • In collaboration with the Director of Government Relations, support with visa process of foreign passport holders who are approaching 18 years of age and require a change of visa status

To undertake other tasks relevant to this role as directed by the Secondary School Principal, IB Coordinator or Head of College Counseling.

Qualification and Requirements
  • Bachelor’s degree (required)
  • Bachelor’s degree or Postgraduate Degree from a highly selective US or UK University (Desired)
  • Written and spoken fluency in Chinese (Mandarin) and English (Required)
  • Experience of working within a college admission and/or college counseling context (desired)
  • Experience of working with young adults (desired).
Personal Attributes

You will be committed to building positive and collaborative relationships with colleagues, parents and students. You will understand and be supportive of the school’s values, mission and vision. You are a person who is motivated by the challenge and opportunity of working in a developing school and have good time management, a positive attitude and a strong foundation in using information technology.  You will be a person who can demonstrate you are a life-long learner and is motivated to provide the highest level of support to those you will work with within this role.

Child Protection

At Daystar Academy we are committed to providing a world-class, safe, happy environment in which children and young people are able to thrive and learn. We are committed to safeguarding and promoting the welfare of all our pupils irrespective of race, ability, religion, gender, or culture.

All post holders in regulated activity (having regular unsupervised contact with children) are subject to appropriate national and international vetting procedures including satisfactory criminal record checks from both your country of residence/birth and any country of residence within the last 10 years.

How to Apply

If you are interested in the above position, please send your resume to and mark the position name you are applying for in the subject of the E-mail by Feb 25th, 2022, 5:00pm Beijing Time.

Want to become a member?