Address
Form of workPosition Type:
Secretarial/Clerical/Secretary - 10-Months
Date Posted:
5/15/2023
Location:
Bandon High School
JOB DESCRIPTION
BANDON SCHOOL DISTRICT #54
Job Title:Secretary II (Academic Advisor)
Supervisor: Principal
Job Classification: Classified
Summary: An Academic Advisor advises students concerning their academic plans and progress, academic schedule, choice of major, and other academic activities and career goals, to assist the student in making decisions concerning personal educational goals leading to graduation. Academic advisors are crucial in guiding students through the logistics of credits, applications, tests, schedules, and other assistance programs. Academic advisors meet with students individually and in groups to assess interests, skills, and potential careers. They offer networking and mentoring support to foster academic goals and decisions. This is a highly confidential position.
Qualifications:
Any combination equivalent to sufficient experience, training and/or education to demonstrate the knowledge and abilities listed below. A typical way to obtain these would be:
Skills:
Key Characteristics:
• Adheres to all school policies and procedures
• Focus on students and support persons as customers and commit to working relentlessly
to assist them with interactions, resources, and information aligned to District's mission
• Coaches, mentors, and challenges others to excel despite obstacles and challenging
situations
• Builds positive relationships in and out of the organization
• Increases the effectiveness of surrounding teams through collaboration, constant learning
and supporting others; sensitive to diversity in all its forms; respects and is committed to
learning from others
• Communicates clearly and compellingly with diverse stakeholders in both oral and
written forms; anticipates and responds to stakeholder needs in a high-quality and
courteous manner
• Exercises responsibility and good faith efforts in the proper use and protection of all
school properties, equipment, and materials
• Demonstrates a positive work ethic and active participation in school improvement
• Exercises responsibility and good faith efforts in the proper use and protection of all
school properties, equipment, and materials
Duties:
Track student academic progress:
Includes a minimum of twice a year evaluations per student, letters/phone calls home, meetings with parents for those failing classes.
Adjust student schedules, as needed for completing graduation requirements.
Perform transcript evaluation and input previous academic history into Student Information System.
Develop master schedule with principal.
Prepare pre-registration forms.
Enroll and prepare all student schedules in Student Information System.
Meet with students regarding semester schedules and make requested changes.
Work with Registrar on progress reports and final report cards.
Input "pass" or "no pass" for both Student aide and work experience grades
Input grades for Independent Study students
Fix any discrepancies that may occur.
Make report card and transcript grade changes in Student Information System and on semester; final copy in safe
Keep track of credit recovery progress, notify parents and students; coordinate with teachers on posting of work completed, grades and credit.
Facilitate the "Work Experience" program:
Distribute contract paperwork, verify hours of employment, employer survey and credit
Facilitate scholarship applications for Organizations:
Advertise, disperse, and track applications. Present some scholarships at graduation.
Write recommendation letters and prepare recommendation applications for seniors.
Upload transcripts electronically for OSAC scholarship applicants.
Encourage students to send thank you notes to scholarship donors after graduation.
Counsel students and parents on post-secondary education choices, requirements and eligibilities.
ASPIRE Site Supervisor:
Work with Aspire Coordinator to:
Recruit, interview, train, track service hours and monitor adult volunteers. Recruit and track student participants.
Complete forms, attend conferences and other duties required of ASPIRE site supervisors.
Manage SAT and ACT information, distribute materials to students. Input SAT and ACT scores in Student Information System.
Mail transcripts to colleges.
Prepare senior portrait appointments, distribute to students and work with photographer to make sure all students' pictures are completed.
Print out senior transcripts, file in permanent file, transfer cum file to dead file. Send senior and other transcripts as requested by students.
Arrange college visitations on site.
Arrange all branches of military to visit on site. Help students reach out to recruiters if requested.
Write letters of recommendation and fill out evaluation forms for Chick Evans Scholarship applicants.
Order PSAT materials, arrange for location, student registration, distribute packets and administer the PSAT. Give students PSAT results and explain scoring.
Work with ETS representative on scholarships, fee waivers, field trips, etc.
Organize Advance Course Placement material and tests
Arrange for classroom location of test.
Order tests and track fee waivers from Free and Reduced lunch eligible students.
Distribute test scores when graded and returned.
Manage BHS Student Information System (including Alt Ed):
Enroll students, enter schedules and test information
Input all new student secondary mark history from prior school transcript if applicable. Uploading of student photos into system
Close out year activities:
Troubleshooting in all areas of the program
Counsel students on 2+2 college program and dual credit program. Work closely with high school liaison at SOCC.
Manage Expanded Options SB300 program: Establish student eligibility
Work with SOCC on class offerings Enroll Students
Track attendance and grades
Financial Aid duties (includes organizing Financial Aid night in the fall)
Keep informed about the FAFSA and help parents troubleshoot problems and questions.
Facilitate Morning at SOCC, College 101, SOCC Advising, SOCC Placement Testing, and SOCC Registration field trips for seniors.
Make presentations to classes. Organize graduation:
Order diplomas, covers, NHS and CIMs cords, Val/Sal plaques and stoles.
Set up meeting for seniors with Balfour rep to order graduation supplies.
Set up meetings with Principal and senior class officers to make ceremony decisions. Help senior class officers get banner made with senior motto.
Set up grad photos with photographer.
Check which students are on track and those who are lacking credits -work with Alt ED. Establish walking and seating list.
Make seating charts and seat signs for staff, ASPIRE and presenters.
Set up scholarship interviews between organizations and scholarship applicants. Work with organizations giving scholarships to verify presenters and recipients. Prepare scholarship certificates needed.
Prepare graduation program; make approximately 700 copies and fold. Work with administration to select Sprague recipients.
Work with Joseph Bain and principal to select Marsha Felton recipients. Facilitate graduation practice with Principal.
Distribute valedictorian and salutatorian information to newspapers. Distribute senior photos, college plans and scholarship info to newspapers. Work with administration on Award ceremony, make agenda, etc.
Organize ASVAB testing.
Communicate with Oregon Community Foundation about future and past scholarship recipients. Keep records of address and phone numbers for each of these students.
Stay updated on the OSAC scholarship application. Communicate with students and help students navigate the online application.
Work with students to develop and evaluate educational plan based on career interests. Work with Alternative Ed. instructor to develop strategies that keep kids in school.
Provide counseling that leads students to increased personal growth, self-understanding and maturity. And other duties as assigned.
TERMS OF EMPLOYMENT:
Salary and work year to be in accordance with the current schedule.
EVALUATION:
All classified employees will be formally evaluated by their immediate supervisor at least twice during their first year of employment and at least once each year thereafter. (Policy GCN/GDN)
Secretarial/Clerical/Secretary - 10-Months
Date Posted:
5/15/2023
Location:
Bandon High School
JOB DESCRIPTION
BANDON SCHOOL DISTRICT #54
Job Title:Secretary II (Academic Advisor)
Supervisor: Principal
Job Classification: Classified
Summary: An Academic Advisor advises students concerning their academic plans and progress, academic schedule, choice of major, and other academic activities and career goals, to assist the student in making decisions concerning personal educational goals leading to graduation. Academic advisors are crucial in guiding students through the logistics of credits, applications, tests, schedules, and other assistance programs. Academic advisors meet with students individually and in groups to assess interests, skills, and potential careers. They offer networking and mentoring support to foster academic goals and decisions. This is a highly confidential position.
Qualifications:
Any combination equivalent to sufficient experience, training and/or education to demonstrate the knowledge and abilities listed below. A typical way to obtain these would be:
- Education equivalent to graduation from a university or college.
- Two years of college or high school graduation with two years of business college.
- Five years of previous secretarial experience, one year in a school district desirable.
- District experience in a related field may be substituted for formal education.
Skills:
- Demonstrates high confidentiality
- Is highly intuitive and empathetic
- Has excellent interpersonal skills
- Is a problem-solver
- Is passionate about connecting with students
- Is patient and resourceful
- Is organized with great attention to details
- Is service-oriented
- Is skilled with computers
- Has a sense of humor
- Is thoughtful about interacting with people from diverse backgrounds
- Has excellent oral and written communication skills
Key Characteristics:
• Adheres to all school policies and procedures
• Focus on students and support persons as customers and commit to working relentlessly
to assist them with interactions, resources, and information aligned to District's mission
• Coaches, mentors, and challenges others to excel despite obstacles and challenging
situations
• Builds positive relationships in and out of the organization
• Increases the effectiveness of surrounding teams through collaboration, constant learning
and supporting others; sensitive to diversity in all its forms; respects and is committed to
learning from others
• Communicates clearly and compellingly with diverse stakeholders in both oral and
written forms; anticipates and responds to stakeholder needs in a high-quality and
courteous manner
• Exercises responsibility and good faith efforts in the proper use and protection of all
school properties, equipment, and materials
• Demonstrates a positive work ethic and active participation in school improvement
• Exercises responsibility and good faith efforts in the proper use and protection of all
school properties, equipment, and materials
Duties:
Track student academic progress:
Includes a minimum of twice a year evaluations per student, letters/phone calls home, meetings with parents for those failing classes.
Adjust student schedules, as needed for completing graduation requirements.
Perform transcript evaluation and input previous academic history into Student Information System.
Develop master schedule with principal.
Prepare pre-registration forms.
Enroll and prepare all student schedules in Student Information System.
Meet with students regarding semester schedules and make requested changes.
Work with Registrar on progress reports and final report cards.
Input "pass" or "no pass" for both Student aide and work experience grades
Input grades for Independent Study students
Fix any discrepancies that may occur.
Make report card and transcript grade changes in Student Information System and on semester; final copy in safe
Keep track of credit recovery progress, notify parents and students; coordinate with teachers on posting of work completed, grades and credit.
Facilitate the "Work Experience" program:
Distribute contract paperwork, verify hours of employment, employer survey and credit
Facilitate scholarship applications for Organizations:
Advertise, disperse, and track applications. Present some scholarships at graduation.
Write recommendation letters and prepare recommendation applications for seniors.
Upload transcripts electronically for OSAC scholarship applicants.
Encourage students to send thank you notes to scholarship donors after graduation.
Counsel students and parents on post-secondary education choices, requirements and eligibilities.
ASPIRE Site Supervisor:
Work with Aspire Coordinator to:
Recruit, interview, train, track service hours and monitor adult volunteers. Recruit and track student participants.
Complete forms, attend conferences and other duties required of ASPIRE site supervisors.
Manage SAT and ACT information, distribute materials to students. Input SAT and ACT scores in Student Information System.
Mail transcripts to colleges.
Prepare senior portrait appointments, distribute to students and work with photographer to make sure all students' pictures are completed.
Print out senior transcripts, file in permanent file, transfer cum file to dead file. Send senior and other transcripts as requested by students.
Arrange college visitations on site.
Arrange all branches of military to visit on site. Help students reach out to recruiters if requested.
Write letters of recommendation and fill out evaluation forms for Chick Evans Scholarship applicants.
Order PSAT materials, arrange for location, student registration, distribute packets and administer the PSAT. Give students PSAT results and explain scoring.
Work with ETS representative on scholarships, fee waivers, field trips, etc.
Organize Advance Course Placement material and tests
Arrange for classroom location of test.
Order tests and track fee waivers from Free and Reduced lunch eligible students.
Distribute test scores when graded and returned.
Manage BHS Student Information System (including Alt Ed):
Enroll students, enter schedules and test information
Input all new student secondary mark history from prior school transcript if applicable. Uploading of student photos into system
Close out year activities:
Troubleshooting in all areas of the program
Counsel students on 2+2 college program and dual credit program. Work closely with high school liaison at SOCC.
Manage Expanded Options SB300 program: Establish student eligibility
Work with SOCC on class offerings Enroll Students
Track attendance and grades
Financial Aid duties (includes organizing Financial Aid night in the fall)
Keep informed about the FAFSA and help parents troubleshoot problems and questions.
Facilitate Morning at SOCC, College 101, SOCC Advising, SOCC Placement Testing, and SOCC Registration field trips for seniors.
Make presentations to classes. Organize graduation:
Order diplomas, covers, NHS and CIMs cords, Val/Sal plaques and stoles.
Set up meeting for seniors with Balfour rep to order graduation supplies.
Set up meetings with Principal and senior class officers to make ceremony decisions. Help senior class officers get banner made with senior motto.
Set up grad photos with photographer.
Check which students are on track and those who are lacking credits -work with Alt ED. Establish walking and seating list.
Make seating charts and seat signs for staff, ASPIRE and presenters.
Set up scholarship interviews between organizations and scholarship applicants. Work with organizations giving scholarships to verify presenters and recipients. Prepare scholarship certificates needed.
Prepare graduation program; make approximately 700 copies and fold. Work with administration to select Sprague recipients.
Work with Joseph Bain and principal to select Marsha Felton recipients. Facilitate graduation practice with Principal.
Distribute valedictorian and salutatorian information to newspapers. Distribute senior photos, college plans and scholarship info to newspapers. Work with administration on Award ceremony, make agenda, etc.
Organize ASVAB testing.
Communicate with Oregon Community Foundation about future and past scholarship recipients. Keep records of address and phone numbers for each of these students.
Stay updated on the OSAC scholarship application. Communicate with students and help students navigate the online application.
Work with students to develop and evaluate educational plan based on career interests. Work with Alternative Ed. instructor to develop strategies that keep kids in school.
Provide counseling that leads students to increased personal growth, self-understanding and maturity. And other duties as assigned.
TERMS OF EMPLOYMENT:
Salary and work year to be in accordance with the current schedule.
EVALUATION:
All classified employees will be formally evaluated by their immediate supervisor at least twice during their first year of employment and at least once each year thereafter. (Policy GCN/GDN)
