运营专员 Operations Officer

Role Description JOB TITLE Operations Officer (Government relations and services operations) DEPARTMENT Non-academic LOCATION Shanghai LINE MANAGEMENT Operations Manager OBJECTIVES Acting as the school’s primary point of contact on operations matter Coordinate for all government relations and regulatory matters Support day-to-day administrative coordination of operations department KEY RESPONSIBILITIES GOVERNMENT RELATIONS AND REGULATORY COMPLIANCE

• Act as the primary liaison with local education bureaus, the Public Security Bureau (PSB), and other relevant PRC government department on behalf of the school.
• Manage the timely preparation and submission of statutory filings and renewals required for school operation, including canteen, uniform, PMC and school bus services.
• Attend meetings organised by government department such as Education Bureau, Market Supervision Administration, and PSB. Prepare minutes of meeting and follow through actions from the meetings.
• Support on all events across the school, including event setup, campus access, catering, moving, cleaning and facility readiness.
• Monitor, interpret and translate national and local regulatory updates affecting school operations, and brief school leadership on implications in a clear and actionable format.
• Build and maintain constructive, professional relationships with local officials and government contacts to support the school’s standing and responsive during inspections, audits, or policy changes.
• Maintain and up-to-date compliance tracker covering licensing deadlines, filing obligations, and evolving education policy, escalating risks to the Operations Manager and the Bursar proactively. OPERATIONS DEPARTMENT
• Support smooth day-to-day coordination across catering, bus, uniform, and general administrative services.
• Assist with the preparation, review, and filing of contracts and vendor documentation, ensuring accuracy and timely execution.
• Coordinate communication and follow-up between the Operations Department and other school departments to ensure requests and issues are resolved efficiently.
• Contribute to process improvement initiatives within the Operations department, identifying opportunities to streamline administrative workflows. PERSON SPECIFICATION All short-listed candidates will be subject to a technical interview to validate technical capabilities BASIC QUALIFICATION
• Education: Bachelor’s Degree
• Major: Business Administration or related degree
• Language: Fluent written and spoken English and Chinese EXPERIENCE
• Working Experience: More than 5 years of related experience
• 3-5 years experience in Executive Assistant, Personal Assistant, or senior administrative role supporting leadership.
• Experience of management of external vendors is advantageous EXPERTISE
• Experience of working in an educational setting beneficial but not essential
• Strong discretion, sound judgement, and rigorous, detailed-oriented approach to compliance and confidential matters.
• Advanced proficiency in Microsoft Office, particularly PowerPoint and Word, for briefing materials and report.
• High level of organization, time management, and initiative. Able to manage competing priorities under deadline pressure.
• Ability to work independently and with high degree of autonomy, while keeping leadership appropriately informed.
• Willingness to work occasional extended hours or weekends to meet regulatory deadlines or support events. PERSONAL SKILLS AND ATTRIBUTES
• Demonstrating practice that represents the five core values of Hiba Academy Shanghai at all times (courage, integrity, kindness, respect and responsibility)
• Excellent communication and interpersonal skills, proven ability to translate IT information and communicate effectively with different types of people, across disciplines, all levels and in cross-culture environment
• High degree of tact, diplomacy, and emotional composure when engaging with government officials, auditors, vendors, and parents, particularly under time pressure or scrutiny.
• Sound judgement and integrity when handling confidential, sensitive information, with the discretion to know what to escalate and what to resolve independently.
• Resilience and a calm, solutions-focused approach when facing ambiguity, shifting regulatory requirements, or last-minute changes to official processes.
• Commitment to on-going training & development
• Personal integrity, accountability and credibiltiy
• Strong mindset for continuous development and improvement to meet or exceed expectations. Please note that any application with missing materials will not be considered. Hiba Academy Shanghai is totally committed to safeguarding the welfare of children and young people and expects the same from its employees. All new staff will be subject to enhanced pre-employment clearance, including identity checks, criminal background checks, qualifications checks and employment checks to include an exploration of any gaps in employment. As an employer of choice, Wellington College Education China is committed to making professional learning and personal development central to its ethos and approach. WCEC fully recognises its responsibilities for safeguarding children. Our safeguarding policy applies to all staff, governors and volunteers working in the Group.