Registrar and Front Office Assistant

Saint Mark's School
Altadena, California United States

Saint Mark’s School is an independent, Episcopal coeducational day school in Altadena, California. Founded in 1960, the School serves the needs of approximately 300 Preschool through Sixth grade students from diverse ethnic, racial, religious, and economic backgrounds. The School’s mission is to develop the unique intellect and character of each student in a nurturing environment committed to academic excellence, respect for diversity, responsibility, and spiritual growth.

The Registrar and Front Office Assistant is responsible for maintaining all student records and provides general office support and is the front office communication link between the school’s constituencies and the school personnel, including but not limited to administration, faculty, and staff.  This is a 12-month non-exempt on-campus position and reports to the Director of Enrollment Management; work remotely as directed.

Date Posted:

10/24/2022

Position Type:

Full-Time

Date Available:

January 6, 2023

Responsibilities include but not limited to:

Registrar

Enter student and family information into the database and update as needed.  Maintain student/family databases, generating reports, and forwarding updates/changes to all staff.
Enter standardized test scores into cumulative student files, as needed.
Oversee all health forms, allergy lists, tracking of forms such as authorized drivers, authorization to treat forms, driver liability, parent handbook, etc.
Set up and maintain confidential student files, emergency contact forms, and medical authorization files, advising families of any missing data. Ensure that student files maintain compliance with licensing and accreditation standards.
Prepare and distribute the school roster as well as prepare car placards for all students.
Prepare and maintain facility roster for Preschool.
Prepare and mail transcripts, letters of recommendation, test scores, cumulative records, and other exit correspondence for departing students and their intended schools.
Work closely with the Head of School to manage all paperwork for the middle school placement process, including parent information packets, transcripts for students, and any other required materials.
Coordinate registration and re-enrollment activities including contracts, parent volunteer forms, health clearances, and other documentation.
Serve as registrar for summer programs.
Organize school events – picture days, etc. – including publicity, event staffing/management, and forms/funds processing.
Track Covid-19 testing data and follow up with families regarding test results, immunization records, etc., as required.

Front Office Assistant

Open School Office and ensure that all office equipment is ready for use.
Greet/welcome all visitors, parents, and students.
Register and distribute badges to all visitors (parents, substitutes, outside resources) and maintain Visitor Log.  Conduct Covid screening as needed.
Maintain orderly appearance of the front office, conference room, main restroom, and workroom of the school house.
Assist in answering incoming telephone calls, and transferring calls to appropriate parties and/or voice mailboxes.
Administer First Aid, dispense medication and provide general assistance to students, as needed.
Support Assistant Head of School with tracking and reporting communicable illnesses, including doctor clearances, and sending Health Alerts as requested.
Serve as one of the key operators for all office machines – copier, copy printer, laminator, postage machine, etc.
Assist with other tasks to support the general office, including postage, bulk mailing, collecting tuition, and forwarding to appropriate parties.

General

Provide general assistance to students, parents, and all office visitors.
Attend school office staff meetings.
Coordinate field trips and assemblies – including booking, scheduling transportation, and preparing permission slips and payments.
Perform other duties as assigned by the Head of School.

Other skills and qualities:

Proficiency with technology, including Microsoft Word, Excel, Google Docs, and Google Sheets.  Experience with Blackbaud preferred.
Creative, energetic, patient, resourceful, flexible, innovative, and cheerful
Willingness to try new things
Open to constructive feedback
Superior organizational skills
Demonstrates a commitment to diversity and equity, fostering a culturally competent and inclusive classroom and actively contributing to a healthy, equitable environment for all members of the community.
Communicates effectively with children, parents, and colleagues in a professional and in a positive manner.
Demonstrates professionalism through punctuality, collaboration, organization, participation in meetings, and staff development opportunities. Maintains professional behavior including appropriate dress, good judgment, integrity, diplomacy, confidentiality, and a respectful attitude in professional relationships.

Physical Abilities: Job includes some lifting, carrying, pushing, and/or pulling; some climbing and balancing; some stooping, kneeling, crouching and/or crawling; hearing, speaking, observing, and significant fine finger dexterity. Specific abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Generally, the job requires 15% sitting, 40% walking, and 45% standing, and the ability to lift or move up to 50 pounds. The job is performed under minimal temperature variations, a generally hazard-free environment, and in a clean atmosphere.

Salary:  As per pay scale; non-exempt

Submissions: Qualified candidates should submit a cover letter and current resume to Adena Sale at adenas@saint-marks.org.

Non-Discrimination Policy: Saint Mark’s School is an equal opportunity employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, the presence of mental, physical, or sensory disability, sexual orientation, or any other basis prohibited by federal or state law.

Contact Information

Submissions: Qualified candidates should submit a cover letter and current resume to Adena Sale at adenas@saint-marks.org.

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