Academic Scheduler

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Marnie Kut
Marnie Kut ✭
Second Anniversary
in Jobs Board

Worcester Academy is seeking an Academic Scheduler/Administrative Coordinator for immediate hire. Come join our amazing 6th-PG school in central Massachusetts!

SUMMARY DESCRIPTION

The Scheduler is responsible for student schedules beginning with compilation of the course catalog and including the generation of student schedules for the upcoming academic year, the add-drop period, changes in student schedules, and ongoing maintenance and support. The Academic Coordinator will support the Upper School Office in communications and recordkeeping and serve the needs of the student body through other support functions.

ESSENTIAL FUNCTIONS AND KEY OBJECTIVES

Scheduler

  • Maintain and update the master course file including setup and ordering of courses and preparation of the course catalog for the Middle and Upper School.
  • Setup, generate, and maintain Upper School and Middle School student schedules and facilitate course add/drops at the beginning of each semester while meeting the school’s goals for class sizes and accommodating student choice. Provide timely communication regarding schedule changes.
  • Manage grading setup and grade reports (report cards and transcripts), including troubleshooting issues and creation of training documentation as necessary.
  • Manage daily schedule calendar and any special schedules in Learning Management System (LMS).
  • Enter academic and graduation awards into the Learning Management System (LMS) in collaboration with Division Offices.
  • Train faculty and staff on processes and procedures in the Learning Management System (LMS) and/or Student Information System (SIS) as appropriate.
  • Create and maintain resource boards related to scheduling, academic course cycle, welcoming of new students, and additional divisional needs.
  • Collaborate with division offices on matters regarding academic scheduling process and procedures, including Parent-Teacher Conferences for Middle and Upper School. Set up Parent-Teacher Conference Meetings through our conference scheduling system.

Academic Coordinator

  • Work in conjunction with the IS office to ensure or provide support for the Learning Management System (LMS), Student Information System (SIS) using the Blackbaud K-12 platform.
  • Maintain worksheet for demographic profile changes to support other school databases (examples: Naviance, RaisersEdge, and SMART Tuition).
  • Provide data files for other school databases
  • Maintain accurate student attendance for the Upper School; compile daily Upper School attendance report.
    • Run attendance at 8:15am and then 15 minutes after the start of each period.
    • Inform US Office of missing students ASAP; Deans will then follow up.
    • Run tardy/absence and pastoral discipline report from the boarding software by 10am and email students who have accrued 3 tardies (warning email).
  • Coordinate all communications around attendance, including parent calls and emails to students and faculty.

ADDITIONAL RESPONSIBILITIES

  • Meet and collaborate with Division Heads, Academic Leadership Group (ALG), Department Chairs, Curriculum Committee, Director of Institutional Research, and other school administration as needed.
  • Provide back-up support to the Upper School Administrative Assistant/Registrar.
  • Assign mailboxes for residential students, lockers for day students, and provide advisors seating for Upper School assembly.
  • Proctor tests and provide class coverage as needed and if schedule allows.

QUALIFICATIONS

EDUCATION

  • Bachelor’s degree required

EXPERIENCE

  • At least two years of working in a support or data management role preferred.
  • Knowledge of software used for scheduling and maintenance of class schedules; Blackbaud experience preferred.
  • Experience in an educational environment is desirable.

KNOWLEDGE, SKILLS AND ABILITIES

  • Strong written and oral communications skills, including the ability to present to diverse audiences.
  • Intermediate to advanced knowledge of Microsoft Office Suite and Google Drive applications.
  • Ability to use multiple systems and learn new software quickly.
  • Willingness and ability to recognize and solve problems.
  • Self-motivator with demonstrated ability to work independently in a creative, team-oriented environment.
  • Sound organizational and customer services skills.
  • Excellent time management skills and ability to handle frequent interruptions.
  • Ability to perform research and data analysis and present findings.
  • Ability to research and resolve problems independently.
  • Ability to manage multiple tasks simultaneously.
  • Strong attention to detail, quality work, and timetable deliverables.
  • Ability to plan, manage and execute multiple projects with timeliness and accuracy.
  • Ability to maintain confidentiality and security of student records.
  • Ability to adapt to changing environments, priorities, and procedures.
  • Logical thinker with the ability to see the bigger picture and who has an understanding of the Academy's strategic plan as it relates to scheduling.

To apply, visit the Worcester Academy job board.

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