US Administrative Assistant - Registrar

Responsibilities:

Student Records, Master Calendar, and Database System

• Establish and maintain permanent student records and related filing systems including enrollment, academic, personal, and withdrawal information;
• Register new students; request records and transcripts for new students from previous schools; evaluate transcripts received from other schools to determine student placement; generate and distribute records, transcripts, and other student information to faculty, staff, and administrators;
• Track student graduation requirements; work collaboratively with faculty, school administration, and college counseling on the production and dissemination of report cards and final transcripts; manage and complete transcript requests from former students and alums;
• Input and update records in the appropriate databases while maintaining accurate data and information regarding current and new students, including grades, credits, test scores, attendance, immunization, and other student information; and
• In conjunction with the Upper School Director and the scheduler, develop the annual master schedule; assist and advise faculty, students, and families concerning the master schedule; arrange and maintain registration, grade reporting, special schedules, and other assigned calendars.

Administrative and Reporting Duties

• Distribute, collect, process, and review course add/drop requests, report cards, and other specialized forms for completeness and accuracy; research and compile student information for input as needed;
• Compose, edit, and type a variety of forms, letters, lists, reports, spreadsheets, applications, and certificates; duplicate and distribute/collect materials as necessary; in collaboration with Upper School Director, create, modify, and distribute school publications (e.g., course catalog, book lists, etc.);
• Compile information and prepare and maintain a variety of data, records, reports, and files related to students, testing, grades, eligibility, transcripts, and the master schedule;
• Provide administrative support to all staff and faculty of the Upper School, in particular the Upper School Director, Director of Student Life, and College Counselors; manage the Upper School Director’s schedule and calendar;
• Receive telephone calls, greet visitors, and provide information and assistance to students, parents, staff, schools, outside agencies, and the public; verify student information for athletic eligibility, school admissions, background checks, and other inquiries;
• In collaboration with the Upper School Director, process diplomas, prepare lists of graduates, submit information for printing, and assist with coordinating graduation activities and information;
• Communicate promptly with students, parents, employees, administrators, and outside agencies to exchange information and resolve issues or concerns;
• Coordinate, prepare, and distribute hard copy and electronic mailings to students, parents, and other community members as needed; and
• Work with Upper School Receptionist and delegate projects as needed, including supply orders for Upper School; act as phone and desk coverage during receptionist lunch and other absences.

Events and Programming

• In collaboration with other Administrative staff and school Administration, plan, coordinate, and prepare distribution material, schedules, forms, signs, etc. for student events such as Back to School Night, Baccalaureate, Graduation, Parent-Teacher Conferences, etc.; and
• Must be available for occasional evening and weekend events.

• High School diploma or equivalent required, associate’s degree preferred. Extensive prior experience considered instead of degree;
• Prior administrative experience, preferably in an educational environment;
• Ability to work with a wide range of people—students, parents, faculty, staff, alumni, and community members;
• Proficiency in Microsoft Office Suite, Google G-Suite for education, Veracross, and Mac hardware/systems; proficiency in or willingness and ability to learn other systems and databases used such as SCOIR/College Board/NCAA;
• Ability to prioritize many projects, assimilating information with accuracy and consistent attention to detail and meeting schedules and deadlines;
• Self-starter with excellent decision-making capabilities; and
• Possesses effective written and oral communication skills and organizational and interpersonal skills working within a team environment.

Salary/Benefits:

This position has a Hourly range between $22.00 and $24.00, depending on qualifications and experience. Benefits available are subject to plan and candidate eligibility.

Insurance: Medical, Vision, Dental; Basic Life, Accidental Death & Dismemberment, and Long Term Disability; Health Care FSA; and Dependent Care FSA may be available to employees, subject to the terms of the applicable benefit plan.

Retirement Plan: CWA offers an employer and employee contributed 403(b) plan, subject to the terms of the applicable benefit plan.

Paid Sick Leave: Employees receive 116 hours of paid sick/wellness leave per year.

Personal Leave: Employees will receive 3 days of personal leave per year.

Paid Holidays: CWA offers 12 paid holidays per year.

Other Benefits: EAP (Employee Assistance Program), Tuition Assistance for employees seeking advanced degrees, Professional Development opportunities, Child Tuition Remission of 50% for those choosing to enroll eligible students at CWA, 50% discount of Extended Day child care services and Summer Camp programming for eligible enrolled students.

To apply, submit a cover letter addressing why you feel you are the right fit for this role at Charles Wright Academy and how that aligns with both our Mission and Inclusion Statements (both included in this posting). Please provide an updated resume, and email and telephone contact information for 3-5 professional references (which must include your most recent supervisor) via ADP where this posting occurs.

Charles Wright Academy best exemplifies its mission and values when everyone knows they belong in our school community.

We embrace an intentional culture that champions everyone’s full participation as their authentic selves in all of the opportunities that comprise the Charles Wright experience. This includes supporting each community member’s understanding of their own identities and acceptance of the identities of others. By doing so, we empower everyone at Charles Wright to connect, learn, grow, and achieve.

The inclusive culture we strive for requires us to make both institutional and individual commitments. Institutionally, we will align policies, curriculum, and decision-making to this goal, and we commit to ongoing self-examination, learning, and action. We also encourage and support individuals to initiate and engage in candid, courageous conversations as this work is the responsibility of every member of our community. (adopted by the CWA Board of Trustees, March 2020)