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Form of workSummary
Wayland is an independent, coed college preparatory high school for boarding and day students, founded in 1855. The school’s rich, rigorous academic program features exceptionally small classes, capstone projects at every grade, an active STEAM program, and an array of AP offerings. The diverse and welcoming school community brings together students from across the United States and more than 25 other countries in an intimate learning environment, with a student-faculty ratio of 7:1. Wayland’s historic campus is located in the heart of the Midwest in Beaver Dam, Wisconsin—just 40 miles from Madison and 60 miles from Milwaukee.
With a diverse student body, the educational experience and community at Wayland provide the perfect learning
environment for the 21st century. The wide-ranging electives, STEAM offerings, and capstone projects provide students with the opportunity to explore areas of individual interest and personalize their experience. Our school motto, “Knowledge and Character,” guides us in preparing our students for successful futures.
Essential Functions
The Registrar is an essential link between the academic programs and policies, students, faculty, conveying information to guardians, other schools, employers and government agencies. The Registrar also leads and assists in planning events.
The primary responsibilities of this role are: 1) Use Blackbaud Education Management system SIS and LMS to build the new academic school year, gradebooks, daily schedule, courses, transcripts, report cards, student schedules and attendance. 2) Communicate with and integrate new students and parents into Wayland’s academic programs along with answering questions that new families have about Wayland and assist them with setting up their MyWayland accounts. 3) Answer faculty questions regarding Blackbaud/MyWayland. 4) Lead the organization on Commencement/Honors Convocation and assist with Family Weekends. 5) Use SchoolAdmin software to create new student files.
Registrar Functions:
- Use Blackbaud/MyWayland’s database for a majority of tasks.
- Review student applications and transcripts from past schools and verify new student MyWayland records are accurate. Execute progression entries for returning students and withdraw those who are not.
- Gather details for courses each semester and setup in MyWayland and Update the Curriculum Guide in MS Word that is posted to the website.
- Disseminate course information to the Wayland Community, open MyWayland for teacher recommendations and later for student requests.
- Analyze students’ course requests and approve/deny. Confirm that students are taking the proper number of courses and meeting graduation requirements. Communicate with students, parents and mentors if there are any issues.
- Manage the scheduling of students including balancing classes for size and gender, teachers’ preferences, classroom availability, class sizes and teaching loads. Flag for DCII any areas of concern.
- Build the Daily Schedule in MyWayland that is followed by teachers, students, staff and parents/guardians. Participate in the accuracy of the printed student planners.
- Communicate MyWayland log-in details with new students and families, steps for requesting courses and answer questions/concerns about which courses they are qualified/expected to take.
- Electronically gather student photos and final transcripts and add to each student’s MyWayland record.
- Track new/returning students and confirm the data matches Admission’s data in SchoolAdmin.
- Review new students’ final transcripts from previous school(s) along with application and help them choose their classes.
- Track student math levels from their former school and discuss with Math Chair and work with other Department Chairs, faculty and College Counseling in determining proper upper-level courses for students.
- Run calculations to update transcript GPAs on transcripts and create Honor Roll lists. Tally Honor Roll students for senior year awards.
- Greet and meet with families at beginning of year registration to confirm their student’s class schedules are in order.
- Create schedule for and oversee AP testing. Organize materials, work closely with proctors to ensure proper procedures are adhered to, verify room setups and mail materials as instructed by the Collegeboard.
- Create lists and run reports for DCII and other employees as requested.
- Satisfy requests for student and alumni transcripts and graduation verification.
- Handle apostille requests and process through the Secretary of State’s office.
- Setup summer school schedules and add grades as needed.
- Maintain current and archival student and curricular records in compliance with FERPA.
- Track transcript releases and gather from seniors prior to graduation.
- Maintain student attendance records when contacted by parents of day students and for college visits.
- Create a grid used by the Wayland Community showing the cumulative class schedules by block.
- Prepare a variety of documents, including but not limited to enrollment verifications, certifications and records requests.
- Send health records to Wayland’s Health Center.
- Order supplies for faculty and the academic office.
- Add and delete credit holds as directed by the Business Office.
- Lead the organization of Commencement & Honors Convocation working with seniors, parents, Jostens for faculty, administrators, guest speaker, Board Chair and seniors’ gowns and diplomas, Cum Laude tassels, award vendors, florist, food service and facilities and other participants.
- Gather award recipients for Commencement/Honors Convocation and proof all printing/engraving.
- Assist with Homecoming/Fall Family and Spring Family weekends i.e. registration, parent-teacher conferences, classroom visits.
- Enter invoices into Expense Management for the Academic Office and the DCII.
- Review student citizenships and order/display flags in Swan library to represent countries.
- Regularly use standard office equipment and computer applications Microsoft Office, Blackbaud’s Education Management System, Blackbaud’s Education Edge, Orah and SchoolAdmin.
- Maintain highly confidential information.
- Work with Blackbaud’s support team to troubleshoot issues and/or provide assistance in making changes to MyWayland as requested.
- Transfer and destroy files/documents at the correct intervals.
- Add official notes and past final transcripts to student’s MyWayland records.
- Create MyWayland sign in messages for students, parents/guardians, and employees.
Administrative Assistant Functions:
- Provide confidential, consistent, and professional administrative support to the DCII to include, but not limited to answering telephones, assisting staff, students, and parents, receiving, and distributing mail, preparing correspondence, maintaining appropriate level of office supplies, and filing.
- Regularly use standard office equipment and computer applications, such as word processing, spreadsheets, and databases.
- Regularly update the School calendar for academic office and other areas.
- Work closely with the Health Center on student appointments, medications, and follow ups while maintaining HIPPA confidentiality.
- Format documents and reports according to Wayland's branding guidelines.
- Assist with training new employees.
- Track student dismissals/withdrawals.
- Monitor teacher and student absence/tardiness and communicate with HR and Dean of Students.
- Order supplies for faculty and the academic department.
- Enter invoices and credit card receipts into Expense Management for the academic department and DCII.
- Process postage and shipping for academic letters and packages.
Wayland Academy expects all staff to be fully engaged in the school's mission. To that end, the Employee is expected to be a positive role model for students.
Competencies
- Welcoming demeanor to work with domestic and international high school students, parents and teachers;
- Detail orientation is essential;
- Discretion and independent judgment regarding student retention, student/parent satisfaction and interaction, and overall customer service;
- Anticipation, discretion, and independent judgment when problem-solving regarding the Academy’s questions, issues, and needs;
- Ability to discretely and carefully handle and work with confidential information;
- A deep understanding of the Academy’s computer systems, policies, and culture;
- Ability to be flexible while organizing multiple co-temporal projects;
- Ability to competently and professionally complete tasks independently and effectively interact with other employees as part of a team;
- Excellent writing, proofreading, and interpersonal skills (both written and spoken);
- Be energetic, self-motivated, and goal-oriented;
- Have compassion for students and colleagues, with a high level of cultural competency.
Preferred Qualifications:
- Bachelor's degree and/or five or more years of administrative assistance experience, preferably in an academic environment.
- Expertise or proficiency in Microsoft Office 365 and Microsoft Office Teams
- Expertise or proficiency in Blackbaud’s Education Management SIS and LMS, and Blackbaud’s Education Edge or the ability to learn.
- Knowledge of SchoolAdmin is a plus.
- Ability to remain calm in unexpected and dynamic situations.
Supervisory Responsibilities:
The employee has no supervisory duties.
Work Environment
- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will occasionally work outside, in various weather conditions. The noise level in the work environment is usually moderate.
- The hours for this position are generally fixed at 37.5 hours per week. The daily start / stop time may fluctuate slightly depending on the school activities for the week.
Physical Demands
- The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- While performing the duties of this job, the employee is frequently required to walk, stand, sit, and talk or hear. The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
- The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
- Regular and predictable on-site attendance is an essential job function and a prerequisite to perform other functions of the job.
Work Authorization
- Employee must be authorized to work in the United States of America.
- Employee must provide identification documentation, provide a list of all states/countries of residence over the past seven years, and pass a comprehensive consumer background check (criminal, department of motor vehicle, credit, and others as needed) prior to employment.
Affirmative Action/EEO statement
Wayland Academy is committed to a workplace free of discrimination. Wayland Academy cannot and will not tolerate discrimination based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age protected genetic information, status as a parent, marital status, political affiliation, or retaliation. In addition, Wayland Academy will not tolerate any type of harassment, either sexual or nonsexual, of any employee or applicant for employment.
Other Duties
Employee may have reasonable duties and responsibilities assigned to him/her by the DCII or the Head of School, that is deemed in his/her sole discretion to be desirable to the smooth functioning of Wayland Academy.
