SUMMARY: Maintain the school’s student information system databases. Provide clerical, administrative, and event support, participating in the admissions team’s work to recruit, support, and enroll mission-aligned families and students. Provide program support as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.:

Registrar: Student Records and Data

• Manage and maintain student data in Blackbaud (SIS) and ensure data integrity
• Maintain student transcripts, records and other files according to legal and school requirements and coordinate any required reporting to government agencies
• Build progress report templates for each grade level, including editing and updating grades and assessment skills as needed
• Coordinate the preparation and distribution of student progress reports and transcripts
• Consistently work to incorporate system updates and features in order to streamline processes and customize SIS, improving user experience, operational efficiency, and data management practices
• Review parent profile updates and guide faculty and staff in updating their profiles in the SIS
• Enter and update 7-day rotation schedules in SIS as needed
• Coordinate release of student homeroom placement and digital progress reports
• Ensure confidentiality and security of office space, files, and all student records
• Maintain student files from The College for Developmental Studies
• Respond to requests for attendance data verification from department heads
• Coordinate collection and assembly of faculty and administrator recommendations and materials for secondary school placement and other outplacement
• Prepare, coordinate and distribute sixth grade graduation diplomas, invitations, programs, and admittance tickets
• Receive, validate, and complete student work permits
• Work with Director of Teaching and Learning to order and distribute ERB testing materials, as well as update ERB database before and after testing
• Work with Division Heads and classroom teachers to coordinate parent conference sign ups

Admissions Assistant:

• Represent the mission, core values, educational philosophy, and program of the school, maintaining clear boundaries and professionalism.
• Respond to general admissions inquiries, emails, and calls;
• Collaborate to maintain the admissions database including updating and testing forms, checklists, calendars, and communications, as well as managing and ensuring accuracy of data relating to inquiries, applicants, and incoming students;
• Process all online inquiries and applications and provide family support with account access;
• Create and maintain hard-copy applicant files;
• Track applicants throughout the admissions process and manage follow-up communication with applicants and sending schools to ensure file completion;
• Support departmental communications with applicant families, including editing emails, creating accurate (e)mailing lists, and creating templates through communication software;
• Schedule and support meetings, tours, interviews, and student appointments with applicant families through phone, email, and online scheduling tools;
• Partner on event planning and provide event support;
• Pull data and support reporting on current and historical admissions trends;
• Regularly audit inventory of all admissions materials;

Faculty and Staff Support:

• Train and support faculty in reporting timely and accurate daily attendance and grade/narrative reports;
• Facilitate, support, and conduct training and implementation of SIS modules used by faculty;
• Order and distribute student textbooks for Early Childhood and Elementary Programs;

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty to the satisfaction of the administration. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND EXPERIENCE: Minimum of Bachelor’s or higher degree in a related field. Experience in an administrative role in an independent school is preferred.

BEHAVIORAL SKILLS: Excellent interpersonal skills. Demonstrates personal integrity, friendliness, patience, fairness, openness, non-defensiveness, sensitivity, flexibility, and enthusiasm. Commitment to high levels of confidentiality is essential.

LANGUAGE SKILLS: Must possess excellent verbal and written communication skills, and be able to deliver information concisely and effectively. Ability to read, analyze, and interpret written documents pertinent to office administration. Ability to verbally present information clearly and respond to questions. Acute attention to detail is required, especially in the areas of proofreading and data accuracy. Proficiency in Spanish is preferred.

TECHNICAL SKILLS: High proficiency in the Blackbaud Student Information and enrollment management systems, and the ability to learn quickly and efficiently. Understanding of databases. High proficiency in Microsoft Office and Google Suite products. Ability to use computer technology to word process, create newsletters, graphs, spreadsheets, write reports, compose letters, send e-mail, access the Internet. Ability to use office tools and machines such as copiers and laminators.

REASONING ABILITY: Ability to solve practical problems and apply common sense in dealing with every day and emergency situations. Ability to interpret a variety of instructions furnished in written, oral, diagram, and schedule form.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by office personnel to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is required to stand, walk, sit, climb, use hands, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, distance vision, peripheral vision and ability to adjust focus.

ADDITIONAL REQUIREMENTS: Must be organized and able to prioritize work effectively, to multitask and manage time efficiently, and to work independently with little supervision. Must possess a valid driver’s license and be able to travel locally and occasionally work nights and weekends as needed.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an incumbent encounters while performing the essential functions of the job. The noise level in the work environment varies from quiet to moderate to noisy.