School Office Manager/Registrar
Overview:
Position: School Office Manager/Registrar/Admin. Assistant to Deans of Academics
Status: Full‐time
Yearly term: 12 months
Hours 7:30 a.m. to 4:00 p.m.
Reporting relationships:
Supervisor: Deans of Academics
Supervisor Of: N/A
School mission:
To glorify God by equipping under-resourced students academically, socially and spiritually for future lives of leadership and service.
The School Office Manager/Registrar works with students, families, teachers, and staff to ensure the mission of the school are carried out.
Qualificaitons:
• Committed follower of Jesus Christ, reflecting a desire to serve Him and others in work and life
• Bachelor’s degree preferred
• Excellent verbal and written communication skills and ability to communicate effectively and professionally with students, parents, and faculty/staff
• Ability to represent the school well to others and our community
• Demonstrated ability to serve with initiative and pro-active approaches
• Computer skills as applicable for office environment
• Able to lift/move up to forty pounds when needed
Essential duties, responsibilities and expectations:
School office manager
• Answer phone, greet parents, visitors, and help with students
• Make school-wide morning announcements
• Distribute, collect, and file Parent Permission Forms (field trip, photo release, etc)
• Assign and monitor faculty key fobs
• Coordinate use of rooms between School and Church using Trello software
• Order curriculum and office supplies
• Maintain current report cards and test scores for permanent files
• Print report cards for teachers for Parent Conferences
Registrar
• Work with DATABASES as follows:
• Maintain database for student and staff records
• Export data for various uses, creation of lists and forms
• Oversee end‐of‐year processes/teacher check‐out
• Oversee new school year setup, enrollment of returning and new students, set up homeroom teachers, classes, courses and student placement
• Provide transcripts upon request for students transferring to other schools (Check with Business Office before sending to be sure they are current on their tuition)
Executive Assistant to Academic Deans
• Assist the Deans of Academics as School Office Manager–creating a welcoming environment and partnership with parents and faculty
• Help Deans with scheduling by collecting PTO from teachers and school staff, have it approved by proper supervisor and find a sub for teachers whose PTO is approved, add sub to calendar once confirmed and file with Business Manager
• Keep an updated list of available subs for the summer
• Work with Deans to create and manage parent‐teacher conference calendar/schedule
• Provide support for Academic side of Summer Camp (SC)– create a system in FACTS to register students, to house that data and to enroll the students in classes
• Help SC by supporting them with a registration table the first week of camp
• Setup table to ensure students are registered, paid and enrolled in classes
• Organize a collaborative effort between Business Office, Enrollment & Admissions and School Office to ensure students are properly enrolled
• Communicate with the parents throughout the registration process, collectively and individually, to ensure student’s enrollment. This includes sending an interest letter out initially, followed by a payment letter, followed by a confirmation letter, all via email
• Run a daily attendance report for SC leadership (this is a requirement by the food grant the school receives)
Overall expectations
• Maintain confidentiality of sensitive information and professionalism
• Follow Matthew 18 principle in dealing with conflict with students, parents, staff and administration
