High School Curriculum Secretary/Data Coordinator

Tigard-Tualatin Sd 23J•Tualatin, OR

1d•Onsite

About The Position

This position works with the Administrator to accomplish the student scheduling process and, with the Administrator and District Data Processing Coordinator, plans and carries out computerized grade and progress reports. The role is responsible for maintaining student permanent records, including manual input of transfer student grades, and ordering report cards, transcripts, and grade verification reports. The High School Curriculum Secretary/Data Coordinator must attend electronic student information systems training, incorporate program updates, define high school courses, and create course links. They will assist in preparing forecasting sheets, coordinate input for forecasting, and print reports to determine the number of sections needed. The role also involves assisting in creating the teacher master schedule, confirming room use, scheduling students automatically, revising student schedules, and filling "holes" for students with incomplete schedules. Maintaining the Master Schedule with accurate changes at the Administrator's request, coordinating the grading timeline with the District Data Coordinator, defining and maintaining grading options, and working closely with the District Technical Team on the grading program are key responsibilities. The position monitors and assists with posting teacher grades in the electronic student information systems for each grading period, enters grades for alternative programs and teachers, and maintains student cumulative files. They provide verifications for employment and military, and provide Foreign Exchange Students with transcripts and verification letters as requested. The role also involves providing DHS and DDS records, overseeing Pass/Fail forms, running reports of incomplete student schedules, preparing grading instructions for teachers, coordinating the mailing of report cards, and providing the Honor Roll for the local newspaper. Entering Summer School grades and transfer students' transcript credits after counselor review (approximately 125 transfer students each year) requires manual input with concentration and accuracy. Monitoring and maintaining Incomplete Grade Contracts, changing incomplete grades to 'F' if not completed by year-end, entering 'WF' or 'W' grades on transcripts for students withdrawing after the add/drop date, and making grade changes as submitted by teachers are also part of the duties. Updating report cards following grade changes and having the ability to explain student transcripts to students, parents, other schools, and colleges are essential. The role requires continuous skill improvement through attending conferences and workshops, working independently under daily pressure with constant concentration, and managing a volume of work with exacting diligence to detail and accuracy. Planning, organizing, and completing work in a timely fashion, maintaining student confidentiality, providing Student Body Rosters and mailing labels, and preparing signs for events are also required. Assisting counselors in the scheduling process, assisting with State Reports, and shredding outdated student information are additional duties. The position requires knowledge of the registrar's job, including assisting with new student enrollment, dropping students, sending for records, answering phones, making certified copies of transcripts, taking homework requests, greeting students and visitors, and having working knowledge of laws regarding student record maintenance. Assisting with printers, copiers, and fax machines, ordering counseling office supplies, and creating reports on electronic student information systems are also part of the role. Maintaining good working relationships, using email, maintaining the Special Education Case Manager's list, and willingness to work many hours with the Curriculum Associate Principal during the summer to assist in scheduling are expected.

Requirements

High School diploma or GED certificate
Two years secretarial experience
Computer experience/training to meet essential functions
One year of experience on the Student Information System
Oregon Driver's License, or ability to get to and from work in a timely manner and perform the essential functions of the position
All employees must be able to communicate in an effective manner; employees with English as a second language must be able to communicate their need for clarification and/or interpretation of directions; employee should be willing to attend English class as requested by supervisor
Mathematical skills equaling the educational requirements and essential functions of the position are required
Solve practical problems and deal with a variety of variables in situations where only limited standardization exists
Interpret a variety of instructions furnished in written, oral, diagram or schedule form
Sit for extended periods of time at a computer terminal
Lift computers, boxers of paper, weighing 40-50 pounds

Responsibilities

Work with Administrator to accomplish the student scheduling process.
Work with Administrator and District Data Processing Coordinator to plan and carry out computerized grade and progress reports.
Maintain student permanent records (transcripts) including manual input of transfer student grades.
Order report cards, transcripts and grade verification reports.
Attend electronic student information systems training workshop as needed.
Incorporate program updates.
Define high school courses and update course codes.
Create course links to facilitate processing student course request.
Assist in preparing forecasting sheets for grades 9-12.
Coordinate input for forecasting.
Print report to determine number of sections needed for each course.
Assist in creating the teacher master schedule.
Confirm room use with administration.
Schedule students automatically.
Assist in revising student schedules.
Assist in filling "holes" for students with incomplete schedules.
Maintain Master Schedule with changes made accurately at Administrator's request.
Coordinate Grading Timeline with District Data Coordinator.
Define and maintain grading options.
Work closely with District Technical Team on grading program.
Monitor and assist posting of teacher grades in electronic student information systems for each grading period.
Enter grades for alternative programs and teachers as needed.
Maintain student cumulative files.
Provide verifications for employment and military.
Provide Foreign Exchange Students with transcripts and verification letters as requested.
Provide DHS and DDS records as requested.
Oversee Pass/Fail forms.
Run reports of incomplete student schedules as need.
Prepare grading instructions for teachers.
Coordinate mailing of report cards.
Provide Honor Roll for local newspaper.
Enter Summer School grades.
Enter transfer students' transcript credits after counselor has reviewed (approximately 125 transfer students each year).
Monitor and maintain Incomplete Grade Contracts; incomplete grades not completed by the end of the year must be changed to 'F' Grades.
Enter 'WF' or 'W' grades on transcripts for students withdrawing from courses beyond add/drop date.
Make grade changes as submitted by teachers.
Make grade replacement changes on transcripts.
Update report cards following grade changes.
Have knowledge and ability to explain student transcripts to students, parents, other schools, colleges, etc.
Continually improve skills/attend conferences and workshops on new program upgrades.
Work independently under daily pressure requiring constant concentration to a volume of work which must be completed within a limited period of time with exacting diligence to detail and accuracy.
Plan, organize and complete work in a timely fashion.
Ability to maintain student confidentiality.
Provide Student Body Rosters when requested.
Provide mailing labels for school mailings several times per year.
Prepare and provide signs and other items needed for Back to School Night, conferences, etc.
Assist in recording general and confidential information in student files including transcripts, test scores, immunization records, etc.
Assist counselors in scheduling process.
Assist with Fall Report to State as well as several other statistical reports dealing with school population and ethnic backgrounds.
Attend electronic student information systems as required.
Shred all outdated student information__transcripts, locators, progress reports.
Update and maintain master forms used in Counseling Department including but not limited to: Teacher assistant forms, Class withdrawal forms, Grade change forms, Add/Drop forms, Report to Counseling Forms, Any others at request of Counseling Department Chair.
Must have knowledge of registrar's job with ability to assist in enrolling new students, dropping students, sending for records, finding records, answering phones, making certified copies of transcripts, taking homework requests, greeting students, guests, parents, etc.
Have working knowledge of law regarding maintenance of student records.
Assist in maintenance of printers, copiers, fax machine, etc.
Order counseling office supplies.
Ability to create reports on electronic student information systems.
Exercise good judgment, courtesy and tact in public contacts and in making proper disposition of problems.
Maintain good working relationships with others through regular contact by telephone, correspondence, or personal meetings with the public and district officials or others outside the district to obtain or supply information.
Ability to use email.
Maintain Special Education Case Manager's list.
Willingness to work many hours with Curriculum Associate Principal during the summer to assist in scheduling process.