Academic Office Coordinator

Full-time - hourly

We are seeking a highly organized and detail-oriented individual to join our team as an Academic Coordinator. This role plays a pivotal part in the seamless operation of our school’s academic affairs, encompassing tasks such as configuring our Learning Management System (LMS) Blackbaud, maintaining student records, and offering essential administrative support to our Elementary and Middle School directors. The ideal candidate will possess strong administrative skills, excellent communication abilities, exceptional attention to detail, and a commitment to supporting academic excellence.

RESPONSIBILITIES

Configure all aspects of Blackbaud learning management system:

-Build and update schedule sets, classes, and activities for the school year

-Build progress reports and report cards for each grading period

- Build school forms such as permission waivers, liability releases, contracts, etc, and assign them to users

- Perform all Annual Procedures in LMS, such as publish school years/terms, perform Master Rollover, reclassify students, etc

Perform data entry and cleanup in Student Information System:

- Enroll and withdraw students and faculty

- Update any changes to a user’s account, such as address, email,phone number, etc.

Maintain student files/records:

-Complete requests for documents such as students’ transcripts, report cards, attendance reports, behavior reports, and all permanent student records

-Organize transcripts and recommendations for students’ applications to high school

-File students’ confidential records and keep student information secure

-Create and maintain spreadsheets to develop reports regarding school information such as class lists, birthday lists, new parent & student lists, rosters, etc.

Facilitating Academic Event/Affairs Sign Ups

-Configure school conference sign-ups in the fall and spring via School Bookings website

-Facilitate Office Hours sign-ups every Tuesday and Wednesday for students

Provide support to our Elementary and Middle School Directors in day-to-day office tasks such as:

-Updating the middle school calendar and bulletin board

-Assist directors with administrative tasks, scheduling, and communication

-Other duties as assigned by the Administrative Team

Ideal Candidates:

-High energy and a passion for Heschel’s mission, appreciation of the daily life of a school environment, and a high level of support for the activities of the school.

-Outstanding customer service to staff, parents, students, and visitors, and values collegiality with administrators, faculty, and staff.

-Proficiency with Google Workspace and Blackbaud required.

-Strong organizational and time management skills with exceptional attention to detail and innovative problem-solving.

- Excellent communication skills, both written and oral. Ability to assist in the development of a variety of written communications.

-Ability to work both independently without close oversight and also as a team player who will productively engage with others within and outside of Heschel.

-Ability to handle several complex projects simultaneously and experience completing projects and assignments by establishing objectives, determining priorities, gaining the cooperation of others, monitoring progress, problem-solving, integrating feedback, and making adjustments to the plan.

-Ability to maintain the highest level of confidentiality in the execution of duties.

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This is a full-time, 40 hour/week, 12-month, non-exempt position with some evening and weekend work. The expected daily schedule is 7:30 a.m. - 4:00 p.m. during the school year.

This position reports to the Elementary and Middle School Directors.

Heschel offers competitive salaries and benefits, as well as a collegial working environment. The salary range for this position is $21-$23/hour and is based on experience.