Reporting to the Registrar, the Coordinator assists the Registrar and Associate Registrar with the overall execution of their jobs and supports all aspects of the Office. This includes: maintaining the School's academic records, assisting in the scheduling process, creating and maintaining academic courses/sections, and maintaining requirements. The Coordinator also oversees the scheduling of School Service and processes transcript requests.
This is a full-time, year round, benefits eligible staff position.
Duties and Responsibilities:
General
Handle incoming phone calls and email from graduates, school reps, parents, prospective and newly enrolled parents and students.
Respond to faculty and student requests for data (grades, schedules, exams, etc.).
Assist in the production, including design and copy-editing as needed, of the Course Catalogue, New Student Registration Booklet, and related print materials to ensure accuracy of information disseminated to students and families.
Assist in the creation of Crystal Reports.
Post materials on the Choate website and the Parents Portal as needed.
Oversee set-up, ordering, and posting for all exams.
Process transcript requests.
Run and distribute Lunch Voucher List for students with no lunch block.
Schedule and maintain School Service assignments for 3rd and 5th form students for each term, working with supervisors and form deans as appropriate.
Maintain office supplies inventory.
Other duties as assigned.
Power Campus
Create and maintain academic course/sections, adjust student schedules, balance sections, and, using Crystal Reports, monitor classroom conflicts.
Enter grade changes, enter/change exam data.
Enter/change exam data.
Ensure receipt of official transcripts on all students.
PowerSchool
Schedule individual students.
Modify and add new students to the database after the initial load is completed as needed.
Modify/add course requests/courses/sections/teachers.
Choate Student Information System (SIS)
Grade changes.
Update course requests based on teacher recommendations.
Enter graduation requirements for new students/overrides for current students.
Maintain Graduation Requirement Maintenance module.
Athletics
Coordinate with Athletic Office the preliminary athletic requests
Notify ITS to load sections and throughout term update athletic sections.
Assist proofing of student athletic "courses."
Create new sections or catalogue records as needed during the year.
Graduation
Order diplomas/certificates and diploma covers, confirming details with the Headmaster's Office.
Proof the graduation name list for calligrapher.
Proof diplomas and certificates.
Prepare diplomas and covers.
New Students (March through September)
Update the new student home page on the Choate website.
Prepare New Student Placement Questionnaire for distribution.
Assist new students and their parents/guardians with questions or concerns.
Requirements:
Excellent administrative assistant skills with previous office work experience required.
Computer proficiency required. Experience with Crystal Reports, PowerCampus, Power School, and Visual Cut preferred.
Good working knowledge of Publisher, Microsoft Excel and Microsoft Word, Adobe Acrobat.
Willingness to learn new software.
Ability to handle sensitive information in a confidential manner.
Excellent communication and interpersonal skills with the ability to interact and work effectively with students, parents, and other employees at all levels with warmth, tact, and professionalism..
Excellent organizational skills and attention to detail.