SBHS RegistrarGuidance Administrative Assistant

South Burlington School District

About South Burlington School District:

At South Burlington School District we believe in supporting the whole employeeinside and outside the workplace. We offer a comprehensive benefits package that includes amazing competitively priced health insurance dental coverage sick time professional time and other leaves. Additionally we offer a robust retirement plan which for educators is through VT State Teachers Retirement; and for other staff consists of a 403b plan with up to 6% provided by the district. Employees may also enjoy professional development opportunities tuition reimbursement wellness initiatives Employee Assistance Programs and meaningful work that directly impacts student success and community growth.

Job Title: SBHS Registrar/Guidance Administrative Assistant

Location: SBHS

Job Group: Union Support Staff

Pay Level: Non-exempt Grade 25

Reports to: High School Principal/Designee

Summary: Responsible for maintaining the procedures systems and documentation needed for accurate student records and for completing assigned guidance department projects and tasks. Provides clerical and data support duties and ensures sensitive communications and information is managed appropriately. Works in heavily accessed location interacting regularly with students staff parents/guardians post-secondary education schools/organizations community agencies and the general public.

Essential Duties and Responsibilities:

1. Coordinates the student registration and recordkeeping processes:
2. Assists parents/guardians with enrollment paperwork for incoming students. Collects and verifies forms and information from parents/guardians and sending schools. Enters all information in the student information system (SIS) as appropriate; maintains hardcopy files.
3. Ensures residency requirements are met and documents provided/completed by all parents/guardians and students transferring into the high school.
4. Maintains a current and accurate master list of students and related information including but not limited to: grades test data transcripts and family information.
5. Manages the report card process by establishing timelines assisting teachers with data input developing reports verifying data preparing and mailing report cards.
6. Coordinates the records distribution for student withdrawals and graduations including but not limited to: academic attendance and health information.
7. Collaborates with guidance/administrative staff regarding student transitions to and from the district and enrollments from School Choice districts. Assists administrators and counselors with placement special services and schedules for current and incoming students.
8. Serves as a liaison to students parents/guardians for access to guidance staff administrators and other staff.
9. Tracks state-placed and tuition students and provides information to the Business Manager.
10. Responds to request of student information and verification of enrollment and good standing as appropriate such as but not limited to: insurance companies Social Security and other government agencies; employment verification.
11. Acts in capacity as the school data coordinator and SIS contact:
12. Ensures accurate data entry of information to the SIS including but not limited to: transcripts test scores student demographic and contact information dual enrollment data participation in Vermont adult learning programs and post-secondary information.
13. Participates in district tech-based meetings and training.
14. Assists guidance staff and students with post-secondary school planning preparation and transition.
15. Assists with the dissemination of information such as financial aid scholarships and other post-secondary opportunities.
16. Assists with the career/job expo; college admissions armed forces and post-secondary organization visits; and guidance events and college planning meetings.
17. Submits grade information and other required documentation to those post-secondary institutions requested by students.
18. Coordinates the receipt recordkeeping and dissemination of educational recommendations testing information and transcripts.
19. Provides administrative/clerical support to the administrators and counselors by:
20. Greeting and assisting students and visitors to the guidance department. Answering a multi-line telephone routing calls to appropriate persons scheduling appointments and responding to routine questions in an effective and helpful manner. May provide school tours.
21. Prepares correspondence announcements forms reports surveys and updates to school profile pages and the District website.
22. Filing copying faxing preparing and distributing correspondence transcript requests and reports; and assisting school administrators counselors and teachers with special administrative requests.
23. Maintaining equipment and office supplies ordering and processing shipments as necessary.
24. Processing publication and membership renewals preparing purchase orders and maintaining related records.
25. Preparing and collating school wide mailings.
26. Maintains a records retention program; archive and purge records according to approved protocols.
27. Serving as a backup to other secretarial functions.
28. Assists and/or participates with special projects such as:
29. Guidance Office events such as Open House Family Orientation (9th Grade) Graduation and end of year activities.
30. Attending meetings related to job responsibilities as requested.
31. Participates in the scholarship committee.
32. Performs other duties as assigned.

Education and/or Experience: High school graduate or equivalent plus five or more years of administrative/clerical experience or training. Associates degree in a job-related field is preferred. Past experience as a school registrar or coordination of a multi-faceted project is preferred.

Other Skills and Abilities: Must be able to learn utilize and teach others new software programs. Demonstrated proficiency with Microsoft Office Products (Word Outlook Excel PowerPoint) Google Adobe Creative Suite student information data systems internet and websites. Proficient keyboarding skills knowledge of office machinery. Must demonstrate tenacity organizational skills attention to detail ability to manage multiple tasks set priorities and manage time. Must be able to keep high levels of confidentiality in all aspects of job performance and to perform duties with awareness of all District requirements protocols and School Board policies. Knowledge of guidance related subject matter such as the Common Application standardized testing student recordkeeping and other applicable educational rules regulations and laws.

Why Join SBSD

*Supportive colleagues and leadership

*Strong commitment to diversity equity and inclusion

*Professional growth and advancement

*Comprehensive benefits

*Meaningful work that impacts students daily

Required Experience:

Junior IC