Registrar / Admin Assistant

Burlington High School

The Burlington School District believes a diverse and culturally proficient faculty and staff are pivotal to the creation of a strong learning and working environment that supports student achievement and success. BSD administrators lead inclusive school communities with our vision: "Cultivating caring, creative, and courageous people. - Join the journey.”
 
The Mission of the Burlington School District is to graduate students who:

• Value different cultures;
• Engage with the community;
• Communicate effectively;
• Think creatively;
• Skillfully solve problems; and
• Achieve at their highest academic, intellectual and personal potential. 

Burlington School District is accepting applications for our Registrar/Admin Assistant at Burlington High School. As a member of the Counseling Department at BHS, you seek to turn challenges into high quality service experiences. You are a collaborative problem solver and constantly seek to perform your job professionally and strive to help others and seek solutions at all times. This position entails interfacing directly with families over the phone, through email, and in person regarding transcripts, grades, transfers, school choice, and a number of other functions specific to the Registrar office. This person must be able to collaborate and work on a team with the Administrative Assistant of Counseling, all Counselors, the Data Manager, and the Attendance Coordinator and Office Manager daily.

Primary Requirements:

Data Management System

1. Serve as one of the main school coordinators of the student data management system (PowerSchool). Input student data and maintain accurate records.
2. Establish and maintain automated records and files; generate and distribute computerized reports related to the master schedule and student information

Scheduling and Grading

1. Coordinate, execute, and oversee course registration process within BHS in tandem with the Data Manager 
2. Work with teachers to resolve grading issues / problems
3. Work closely with various student support services 
4. Build close relationships with sending school Registrars and / or guidance counselors as needed
5. Coordinate transcripts dissemination, including use of Parchment if needed
6. Perform grade changes, add new credits/grades, etc as needed.

Enrollment

1. Request and evaluate records and transcripts for new applications
2. Assist as assigned / needed with coordination of New Student Orientation along with prospective student visits and tours
3. Process new enrollments and student withdrawals, including documentation, school records, School Choice, etc. 
4. Assist in enrollment in various Tech Centers, VTVLC, Dual Enrollment courses, etc. as needed 

Programs and Events

1. Assist with coordination of annual awards functions and graduation
2. Overall coordination of final graduate list - ensuring that names are correct, spelling is correct, and order is correct 
3. Ordering diplomas for all graduates 
4. Assisting with awards night as needed, including but not limited to printing, organizing, and stuffing awards, coordination of awards with presenters, and any other tasks as deemed necessary by Office Manager and Administrative Assistant of Counseling

Additional Administrative Support

1. Compose and type a variety of forms, letters, lists, applications and certificates; duplicate and distribute materials as necessary
2. Perform complex clerical and statistical recordkeeping duties in the evaluation, preparation, modification and maintenance of scholastic records and online databases
3. Serve as backup to Counseling Administrative Assistant and actively seek to cross-train on functions such as Powerschool attendance entry, door monitoring, answering phones, etc. 
4. Perform regular administrative assistant functions as needed for Counseling Department and Front Office when coverage is needed 
5. Update Counseling page on the BHS website 
6. Serve as a liaison with students, faculty, staff, parents, colleges, alumni and other internal/external constituency, present information, process special requests, investigate and resolve problems
7. Perform other related specialized technical duties as assigned
8. Coordinate duties for multiple members of the Office Team and programs as assigned
9. Build efficient and effective responsiveness into existing operations, and help define new operational strategies and efficiencies
10. Lead and manage small projects as requested
11. Organize and coordinate meetings and events as assigned
12. Other duties as assigned

Key Qualifications

• High quality customer service skills and professionalism. Ability to follow through on duties and assignments
• Demonstrated proficiency with technology and the ability to quickly learn new systems and functions
• Experience in educational software Student Management Systems (SMS / SIS) preferred i.e., PowerSchool, Naviance, etc. 
• Highly organized 
• Fluency / aptitude with Microsoft Office, Google Apps
• Excellent written and oral communication skills
• Ability to multi-task in a fast paced environment
• High aptitude for problem solving, team, and independent work
• Uses discretion when handling confidential / sensitive information
• Seeks out ways to streamline / improve workflow, process and job functions within their department as well as throughout the school as a whole 

WORKING CONDITIONS:

These are the physical and mental/reasoning requirements of the position as it is typically performed. The inability to meet one or more of these physical or mental/reasoning requirements will not automatically disqualify a candidate or employee from the position. For a full Job Description please contact Human Resources

Include but may not be limited to:

• Face-to-Face contact
• Noise Levels
• Verbal contact with others
• Judgment/decision making
• Inside air conditioning and heat

EMPLOYMENT BENEFITS/TERMS:

• SALARY: As per the Master Agreement between the Burlington Board of School Commissioners and the Burlington Education Association. This is a salaried position paid Bi-Weekly with a lump sum payment for the summer period.
• CALENDAR YEAR: 12 months, 261 workdays (based on start date), upto 8 per day/40 per week
• BENEFITS: Benefits eligible on start date. 30 days to enroll in coverage from start day. BSD Benefits!
• PAID TIME: Sick Time / Personal Time As per the Master Agreement.

Equal Opportunity Employer:

Burlington School District is an Equal Opportunity Employer and is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Applications from women, veterans, individuals with disabilities and people from diverse racial, ethnic, and cultural backgrounds are encouraged.

The Burlington School District will provide reasonable accommodations for qualified individuals with disabilities.