Coordinator of Student and Community Records

Position Overview 

Employment Category: full-time exempt position

Reports to: Chief Technology Officer

The Coordinator of Student and Community Records (CSCR) reports to the school’s Chief Technology Officer, while also working in close partnership with the school’s Dean of Academics. The CSCR serves as the central architect and defender of our constituent data pipeline, from the Admissions office, through current Student Records, and finally to the school’s alumni records. In their work with current Kents Hill students, the CSCR also serves as the primary architect of the master academic schedule, and the individual student schedules within it. As they first occupy the role, the CSCR will also work to bring organization and integrity to the school’s existing academic records, both physical and digital. In the future, the hope is that the CSCR will bring this same organizational approach to the school’s many other community records and archival materials, including the school’s rich archive of print and physical objects. Overall, the CSCR will work to bring a systems approach that allows for students to maximize their academic experience, for the school to provide transparency and organization to that experience, and for the school to understand and capitalize on the breadth of its organizational resources.

ESSENTIAL FUNCTIONS

Responsibilities to support the school’s records systems:

• Support all aspects of student and family records management, including collecting, recording, maintaining, and reporting, as well as responding to requests within FERPA and other regulatory requirements. 
• Develop and implement policies and procedures for student records retention, archiving, retrieval, and destruction, as necessary.
• Collaborate with admissions and alumni relations to ensure that appropriate and accurate data is captured and retained as our constituents move through their time at the school.
• Ensure the integrity, accuracy, and security of educational technology systems used for student information management, including digital and hard copy transcript archives.
• Over coming years, help the school develop a system for inventorying and organizing the resources within the school archives, inclusive of physical objects and digital and print materials.
• Perform other duties as assigned by the CTO to support the organization of the school’s data and systems.

Responsibilities to support the academic life of the school:

• Build the school’s master schedule, and individual student schedules within it.
• Partner with the Academic leadership team on the publication of student and class schedules, grades, and teacher comments.
• Track student progress toward meeting graduation requirements, update student transcripts, manage enrollment status changes, and oversee the annual academic awards processes.
• Complete SIS and LMS tasks: rolling over classes, entering new classes, updating contact records.
• Generate reports for internal and external stakeholders, including transcripts, academic progress reports, enrollment statistics, and compliance reporting.
• Communicate grading/feedback protocols and timelines to faculty, including follow-up plans for incomplete/failing grades.
• Organize academic awards nomination and selections, including acquisition of prizes, certificates, and other awards.
• Organize and communicate scheduling for family-teacher conferences.
• Perform other duties as assigned by the Dean of Academics to support the academic life of the school.
• Duties as assigned to be involved the residential life of the school
• Other duties as assigned

QUALIFICATION/CERTIFICATIONS

• Experience in a K-12 independent school setting, with a strong preference for experience as a registrar.
• Proficiency with Student Information Systems, Learning Management Systems, and data management and visualization tools. Experience with Blackbaud is highly preferred.
• Comfort with managing a workflow with shifting priorities throughout the academic year.
• Excellent written and verbal communication skills, the ability to collaborate effectively with all school constituencies, including students, families, and educational consultants.
• Ability to assess shifting priorities, respond quickly to changing needs, and manage competing responsibilities effectively.
• Strong analytical and conceptual problem-solving skills.
• Exceptional attention to detail.
• Strong willingness to learn new technology tools.
• Commitment to maintaining confidentiality in all aspects of the job.
  The nimbleness and humor necessary to thrive within a fast-paced environment focused on the education of teenagers.

How to Apply

Please send a resume and letter of interest to HR@kentshill.org.

Kents Hill School is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.