Assistant Coordinator of Student Intake and Registration Services

Waltham Public Schools•Waltham, MA

2d•Onsite

About The Position

The Parent Information Center (PIC) serves as the main source of general information about Waltham Public Schools for the district’s 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.

Requirements

Associate or Bachelor degree required
Familiarity with working with databases
Strong computer skills: Microsoft Office Suite
Strong computer skills: Familiarity with Student Information Systems and/or Databases
Strong computer skills: Knowledge of Google Apps for Education
Strong computer skills: 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

Nice To Haves

Bilingual Spanish/ English or Haitian Creole/ English Speaking/Writing Skills preferred
Background working with school administration preferred

Responsibilities

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 district’s 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.