Student Services Office and Program Coordinator

Student Services Coordinator

Position Overview

The Student Services Coordinator is a 12-month, full-time, salaried, non-exempt staff position.

The Coordinator functions in accordance with the policies and procedures of Regina Dominican and is directly accountable to the Principal.

The position’s primary role is to work in an administrative support role to the Student Services Office and provide support to the counseling staff.

The Coordinator is responsible for general department duties which include office responsibilities, maintaining college application materials, scheduling student appointments, entering course selections, participating in all Student Services Department sponsored school-wide events, and providing assistance to the Student Services Department (Guidance Counselors and Social Workers).

The Coordinator is a person who models veritas and caritas with the entire community at Regina Dominican students, parents, faculty and staff members.

The following experience, credentials and skill-sets are required :

Roles and Responsibilities

Necessary skills and qualifications :

Minimum of 3-5 years of experience in an administrative assistant / secretarial role, experience working in a high school setting is preferred.

Superior time management and organizational skills.

Ability to handle a number of tasks of a diverse nature simultaneously and with periodic interruptions in a busy and sometimes noisy environment.

Ability to deal effectively and tactfully with students, parents, faculty, and staff.

Ability to anticipate the needs of the counseling staff and work independently towards objectives with a sense of urgency, adapting to priorities accordingly.

Outstanding written and verbal communication and interpersonal skills.

Expertise and skill using Microsoft Office, Naviance, Rediker, and Google Suite.

Sensitivity to confidential matters is required.

Administrative assistance :

Provide clerical and computer assistance to professional counseling staff as required.

Prepare various correspondence, reports, files, forms, etc. for professional counseling staff.

Responsible for calendar management, requiring interaction with both internal and external clients / colleagues to coordinate a variety of complex meetings.

Coordinate and execute periodic mass mailings, both postal and electronically.

Assist with various types of Student Services event planning, including all Student Services assemblies, reserving meeting spaces within and outside of the facility, ordering catering, etc.

Promptly answer email and telephone calls and attend to all business-related needs of the counseling staff in a highly effective and efficient manner.

Maintain a warm, welcoming and friendly office environment.

Provide assistance with Back to School Night, Open Houses, and Parent Teacher Conferences as needed.

Provide assistance with the preparation of the graduation ceremony as needed.

Assist with the distribution of student / parent communications as needed or required.

Greet and receive students, school staff and school visitors in the office.

Organize the Student Services office area for efficiency, safety and appearance.

Greet and assist visiting college representatives and other guest speakers.

Manage student award files

Maintain paper files and file all reports, test results, etc. on a regular and timely basis

Registrar

Perform the duties of the school registrar (managing transcript requests from current students and alumnae, processing students records and college applications, coordinating student work permits).

Testing Coordinator

Management of the student assessment program and handle confidential and secure testing materials.

Act as the primary contact for all testing agencies (ACT, SAT, PSAT, HSPT, AP). Order all testing materials according to the timelines of each agency

Secure testing materials upon arrival

Recruit and schedule proctors for test administration

Sort and organize materials to prepare for test administration

Day-of test administration tasks : room set-up, sort and organize materials for day of testing, complete security paperwork and certification (and ensure that proctors complete seating charts, etc), act as testing site coordinator

Manage packing and shipping of completed tests and test materials

Manage the electronic requirements of online tests

Coordinate and lead required training for all teachers and test proctors annually

Naviance program management

Utilize the modules of the Naviance program to their fullest to enhance the productivity of the department, including :

Alumni tracker

Matriculation survey

Updating GPAs and test scores for all students

Registering new parents and students in the Naviance program

Other duties as assigned

Perform other duties as necessary and assigned by the counseling staff and the Principal.