Substitute Coordinator/Registrar

Classification

Exempt

Reports To

Substitute Coordinator/Registrar

Overview

This is a full-time, twelve (12) month position. This position is responsible for activities across multiple departments. TheSubstitute Coordinator / Registrar will be primarily responsible for the strategic coordination and scheduling of all faculty substitutes for upper school while simultaneously managing and maintaining the integrity of all official student academic records as the Registrar. The Substitute Coordinator / Registrar is expected to assist Hebron Christian Academy in achieving its mission. A commitment to excellence and unparalleled customer service is needed and is the expectation of all Hebron employees.

Supervisory Responsibilities

None

Qualifications

• Bachelor’s Degree and experience in record keeping. Years of relevant experience can substitute for the bachelor's degree requirement.
• Preferred experience in the Education field.
  
  
  

Spiritual and Personal Expectations

• Acknowledges Jesus Christ as Lord and Savior.
• Commits to faithful active service in a local Christian church and personal prayer and Bible study.
• Commits to model spiritual, academic, physical, and social growth personally and professionally.
• Maintains a Christian lifestyle that reflects the biblical perspective of integrity and appropriate personal and family relationships, personal conduct, and moral behavior.
• Displays a love for students and education.
• Commits to our foundational statements and governing principles.
• Commits to our employee code of conduct.
  
  
  

Skills

• Excellent verbal and written communication skills.
• Ability to work collegially and collaboratively while maintaining confidentiality.
• Capacity to initiate and nurture relationships with stakeholders.
• Good interpersonal skills and sound judgement when communicating with stakeholders.
• Excellent organizational skills, attention for detail, and the ability to multitask.
• Strong customer service orientation demonstrating excellence in providing and modeling quality customer service.
• The ability to work as part of a team.
• High level of energy and a good sense of humor with the capacity for extraordinary time and effort demands.
• Proficient in Google or related software.
• Proven ability to work independently and self-motivated; also work cooperatively with other office personnel.
  
  
  

Essential Duties And Responsibilities

Upper School Substitute Coordinator

• Update the Substitute Handbook in preparation for each year.
• Plan and organize Substitute Training Session prior to the start of the school year.
• Work closely with Human Resources to ensure accurate onboarding processes of new Substitutes.
• Monitor the Subbey app to ensure absences have been covered and maintain communication with the Subbey liaison.
• If a Substitute is not available to cover an absence, establish a plan for teacher coverage, communicating the plan with teachers and administration.
• Daily Upper School Substitute Coordination
• Print a daily calendar for the front desk.
• Coordinate with teachers to ensure lesson plans are available.
• Ensure rosters, lesson plans, and daily calendars are available for Substitutes when they arrive each day.
• Enter attendance for each classroom that had a Substitute at the end of the day.
• Approve and maintain Substitute time cards through Paycor ensuring time records are accurate and pay for substitutes matches Subbey.
  
  
  

Registrar

• Administer, score, and input assessment exams for potential new students.
• Assist Admissions with processing new student enrollments, to include setting up new student records, new student boxes, etc.
• Maintain accurate and confidential student records, including academic history, grades, and standardized test scores.
• Process student withdrawals ensure all parties are notified when a student is withdrawing and verify collection of all items that need to be returned.
• Provide transcripts to receiving schools or parents of students who have withdrawn or not re-enrolled after ensuring students are cleared for release.
• Generate the DE111 report each Fall, emailing each county in Georgia that requires our information.
  
  
  

Front Desk Support

• Each day, relieve the Receptionist for her lunch break.
• Be available to help the Receptionist if she needs back-up at any time.
• During Summer hours, cover the front desk during the Receptionist’s vacation time.
• Other Duties
• Please note this job description is not designed to cover or contain a comprehensive listing of skills, duties, and responsibilities that are required of the employee for this job. Duties and responsibilities may change at any time with or without notice.
  
  
  

Physical Requirements

• Prolonged periods of standing at a desk and working on a computer.
• Must be able to lift 40 pounds at times.
• Must be able to access and navigate all areas of the school and other facilities as needed.
  
  
  

Employment at Hebron Christian Academy is open to qualified individuals who are Christians of good character, without regard or reference to race, sex, national or ethnic origin, color, age, or disability. Hebron Christian Academy is a religious educational ministry, permitted to discriminate based on religion. All prospective and current employees must agree with Hebron Christian Academy's mission statement, and they must be willing to conduct their lives in conformity with the school's statement of faith and the school's declaration and agreement to ethical and moral integrity.