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Office Coordinator

12 hours ago

Cleveland, Ohio, United States Menlo Park Academy Full time

Registrar and Office Coordinator

Supervisor: Operations Director Non-Exempt Position, Full-time, 12 mos.

POSITION SUMMARY: The School Registrar and Office Coordinator reports to and works collaboratively with the Administrator to maintain accurate student records, and registration. Update and maintain Powerschool and ensure all student records are within the compliance expectations set forth by federal, state and sponsors. Assists and fulfills all administrative needs. All duties are carried out in full compliance with Federal Educational Records Privacy Act (FERPA) regulations. This position will receive additional guidance from the administrative leadership team.

PERFORMANCE RESPONSIBILITIES:

The School Registrar and Office Coordinator will be responsible for:

  • Student Information Systems – Responsible for all student information, files, and dataincluding coordinating, generating, and submitting educational data in school systems such asEMIS/SOES (Education Management Information System/School Options Enrollment System) and PowerSchool. Reports must be timely and accurate.
  • Review weekly reports for errors and irregularities for corrections to avoid financial penalties from being assessed. Consultant identifies areas that are critically in need of corrections weekly, and if not corrected, could result in financial penalties and/or impact on our ODE report card.
  • Enter data into Power School ensuring accuracy and integrity of the data which is then reported to EMIS/SOES.
  • Weekly monitoring of EMIS/SOES database is necessary to ensure that all students are free from errors. Failure to remove errors could result in not receiving compensation for that student on the monthly foundation payment.
  • All student data should be entered prior and no later than one week from the start date of school and should be withdrawn on the date parents sign withdrawal paperwork, otherwise failure to enroll students timely will potentially reduce the foundation payment for that month and an untimely withdrawal of a student raises audit concerns.

  • Works with Consultant to reconcile EMIS/SOES data with the foundation payment ensuring that accurate information has been reported.

  • Student Files – Responsible for assuring that MPA's paper student files are compliant with state and sponsor requirements, specifically regarding documentation necessary for IEPs and 504 plans, enrollment information, and medical forms. Serve as point of contact for annual student file audits.

  • Admissions Support - Responsible for data entry from student applications, paperwork and has legal knowledge pertaining to custody issues. Support in the coordination and editing of enrollment and registration forms to assure compliance with laws and guidelines. Oversees the accuracy of student enrollment in conjunction with school director. Assures all details are correct and information updated on a regular basis.

  • Compliance - Assure all EMIS data and reports are compliant (relies on coordination with external contracted service); regularly review reports for accuracy, and share with supervisor before submitting. Assure all deadlines are met. Includes pre-testing ID labels, SSIDs, Special Ed reporting (EMIS), testing (KRA, TIDE) reporting (EMIS), Title 1 reporting (EMIS), Student discipline reporting (EMIS), and staff reporting (EMIS). Oversee school policy information sharing (hard copies in office, etc.), notify public of Board meeting dates/times and assure building postings are current.

  • Request and obtain records for newly enrolled students
  • Ensure 100% on-time and complete daily attendance submissions

  • Complete all required steps of the truancy process

  • Perform administrative support functions such as:

  • Coordinating, overseeing, training and leadership of the coordinators
  • Preparing reports
  • Filing
  • Processing incoming and outgoing mail and packages
  • Coordinating meetings and events
  • Maintaining calendars
  • Maintain appropriate levels of office supplies and other material inventory
  • Place orders for approved materials
  • Log and report issues about office equipment & technology
  • Maintain meal count lists and communicate monthly food calendars
  • Actively participate in school staff meetings, committee meetings, and professional development events
  • Work with school leadership to meet goals, create a welcoming and team-oriented atmosphere, and build an open and honest culture in line with Menlo's values
  • Provide the first experience with school-wide phone, email, and in-person communications
  • Answer phones and respond to emails with excellent service phone etiquette
  • Greet/direct visitors and students arriving at the office
  • Implement registration, badging and visiting procedures for parents and guests
  • Help create and distribute school newsletters, surveys, and other notifications
  • Assist with school events such as Parent Orientation, Open House, school outings, and field trips
  • Ensure a clean and welcoming environment is maintained
  • Other duties as assigned.

Qualifications:

  • Associate degree required; Bachelor's degree preferred
  • Experience working in an education setting is a plus
  • Minimum two (2) years of office management experience
  • High proficiency in Microsoft Office products (Excel, Word, Outlook, PowerPoint)
  • Ability to pass an office skills assessment
  • Experience learning and mastering new computer programs
  • High-quality written and verbal communication skills
  • Spanish language skills a plus
  • Excellent organization and time management skills
  • Ability to work independently and contribute to a team
  • Professional, punctual and self-motivated
  • Understanding and ability to manage confidential information
  • Ability to lift 25 lbs.
  • Successfully complete federal and state criminal background checks

Performance Metrics & Review: Job performance will be measured by the successful execution of the goals. Performance to be evaluated at least annually by the administrative leadership with input from peers, direct reports and Board members considered.

Job Type: Full-time

Pay: $ $20.00 per hour

Ability to Commute:

  • Cleveland, OH Required)

Ability to Relocate:

  • Cleveland, OH 44102: Relocate before starting work (Required)

Work Location: In person