Assistant Coordinator of Student Intake and Registration Services

ASSISTANT COORDINATOR OF STUDENT INTAKE AND REGISTRATION SERVICES

The Parent Information Center (PIC) serves as the main source of general information about Waltham Public Schools for the districts staff parents and guardians and the community at large. One of its primary functions is to be a central location for new registrations for all students entering preschool through grade twelve. Through this process families make their first contact with the schools and community. The Assistant Coordinator will assist in the daily functions of the PIC registration process by providing support to families of new and returning students.

QUALIFICATIONS:

Education Training and Experience:
Associate or Bachelor degree required
Background working with school administration preferred
Familiarity with working with databases
Knowledge Ability and Skill:
Bilingual Spanish/ English or Haitian Creole/ English Speaking/Writing Skills preferred
Strong computer skills:
o Microsoft Office Suite
o Familiarity with Student Information Systems and/or Databases
o Knowledge of Google Apps for Education
o Website management and editing
Able to organize time work independently and accomplish tasks despite frequent interruptions
Ability to maintain a high level of confidentiality data quality and data integrity
Knowledge of educational issues and of school department operations
Close attention to detail
Commitment to requirement that all parents/guardians are fully informed of all important news events and
educational opportunities being offered by the school system
Demonstrated competency in the ability to work with parents/guardians
Strong interpersonal skills
Able to communicate effectively with district staff and parents/guardians via email phone and in person
Able to create a warm and welcoming office climate
Facilitate human relations and interactions

SUPERVISION:

Supervision Scope:
Performs a variety of responsible administrative and managerial functions requiring professional judgment. He/she is called upon to handle a large number of details which vary in substance and content. He/she is required to flexibly approach the workload.

Supervision Received and Given:
He/she will work under the direction of and be evaluated by the Chief Family & Community Engagement Officer of the Parent Information Center.

DESCRIPTION OF DUTIES:

• 
  (The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment of the position.)
• Processes all new or returning student registrations for grades K through grade 12
• Obtains required registration documents for the purpose of ensuring accurate information is gathered in accordance with district policy state regulations and federal laws
• Provides general information about Waltham Public Schools to the districts staff parents/guardians and community at large
• Assists in the organization and coordination of Kindergarten Registration Nights for all elementary schools
• Interacts with the English Learner and Special Education Departments to ensure new students identified as requiring specialized services are entered and coded properly in the student information system database
• Works closely with Student Information Systems Specialist in order to ensure data accuracy
• Coordinates with previous school districts or agencies to obtain any necessary documents needed (academic medical/health) and makes follow up phone calls about missing documentation school start date(s) transportation etc.
• Creates and prepares student enrollment data reports for school administration
• Provides updated information for the PIC webpages
• Communicates in a timely and effective manner with administration staff and parents/guardians regarding the registration process
• Ensures that all Waltham Public Schools parents/guardians are fully informed of all important news events and educational opportunities being offered by the school system
• Assists parents/guardians in obtaining access to specialized resources available in the Waltham Public Schools
• Promotes appreciation of equity and diversity by providing culturally and competent responsive liaison support for families during the enrollment process
• Coordinates necessary support services during the student registration process e.g. nurses to review health records; guidance counselors to review student records
• Performs other tasks which may be assigned by the Chief Family & Community Engagement Officer of the Parent Information Center.

WORK YEAR:

This is a twelve (12) month position. Office Hours 8am-4pm (Mon-Fri)**Saturdays and evenings as needed.
Bilingual Spanish/English or Haitian Creole/English Speaking/Writing Skills Preferred

JOB ENVIRONMENT:

Most work is performed in a school environment with frequent interruptions. May be subjected to the pressure of other individuals and the volume and/or rapidity with which tasks must be accomplished. Makes contact with necessary personnel in person and by phone and discusses routine and semi-complex information. Multi-tasking is almost always a necessity. Has access to and maintains confidential information for which the application of appropriate judgment discretion and professional office protocols are required.

Federal Labor Standards Act (FLSA): Exempt

Non- Discrimination Notice: Waltham Public Schools does not discriminate on the basis of race color religion disability national origin gender gender identity or sexual orientation.

Waltham Public Schools has partnered with the Massachusetts Partnership for Diversity in Education (MPDE) in our effort to welcome diverse candidates to our school system. We value and prioritize the hiring of educators who bring a wealth of perspectives and experiences to our schools and who reflect the diversity of the students we serve.

MPDE is a collaborative of public school districts with a 40-year uninterrupted history committed to supporting the interest of its members to increase the numbers of teachers of color for their schools by providing recruitment support and related services.

Required Experience:

IC