Provide general administrative, communication support to the Dean of Students around high school student attendance. Respond to others thoughtfully with clarity, tact, courtesy and compassion - especially when they are under stress or duress. Serve as a primary point of contact for the Dean of Students' office communicating with students, teachers, staff, visitors and parents/guardians on a daily basis in person, over email, and via telephone regarding attendance and general questions related to the Dean's office and the high school. Ensure accurate attendance accounting and reporting of student absences in Schools' database. Resolve attendance related issues ensuring compliance with the Schools' attendance policy. Convey attendance information to the Dean of Students in the High School, and other administrators as requested. Review and report on teacher's use of attendance database. Generate attendance reports and letters/emails as requested. Act as a liaison between students, parents, staff, and appropriate administrators regarding student attendance. Provide support to the Dean of Students office generally, and by extension the Principal, Assistant Principal, and/or other administrator. Cross train and be familiar with the functions of the secretary of the Dean of Students. Develop and maintain an understanding of the organization and culture of the Laboratory Schools and the School Program. *This is a nine month position. May be required to work some evenings and weekends.
Check voicemail and email first thing every morning in order to gather reported absences and tardies from parents. Immediately update PowerSchool with this attendance information. Respond to phone calls and email as necessary to answer questions and concerns. (15%)
Run the 'Teacher Missed Attendance' report every morning in order to ascertain which teachers failed to take attendance the day prior. Write to each teacher on the report and request an accounting for their classes. Update the students' attendance records accordingly. (15%)
Throughout each school day, run an attendance report every other period in order to track student attendance. Ensure that attendance has been updated from phone calls and emails before reaching out to teachers and parents/guardians to ask about a students' absence. For every student marked absent, write to the teacher to determine if the student arrived tardy. If the student did not arrive tardy, write to the student and their parent/guardian to determine their location. Update the student's attendance accordingly. If the student can not be accounted for, immediately notify the Dean of Students (or if unavailable, the Principal/Assistant Principal) so that the administrator can work to locate the student. (15%)
Run a report weekly of student tardies and absences for review with the Dean. Meet to determine which students and parents require a follow-up email due to concerns of too many tardies or absences. Log these data into a Google Excel spreadsheet in order to have an ongoing record for each student. Send out the emails to the students/ families. (15%)
Receive, review and record Pre-Arranged Absence forms. Communicate directly with teachers for school-sponsored trips when students have failed to submit a form in order to ensure it is submitted. Update students' attendance accordingly, based on the form. (10%)
On a daily basis (as needed): communicate and coordinate with the school nurse about student absences related to illness, reach out to student counselors and teachers as needed pertaining to student illness or absence. (5%)
When field trips are scheduled, ensure that each student is marked in PowerSchool as being on a field trip for the affected periods. (5%)
Run an attendance report summary daily at the end of the school day and send to the Athletic Director (AD), AD Secretary and Dean of Students. (5%)
Answer phone calls, direct inquiries, receive visitors to the Dean's office, assist with distribution of student activities information/supplies, and preparation for school events, such as open house, parent teacher conferences and graduation. (10%)
Other duties as assigned. (5%)
Paying close attention to detail;
Ability to recognize and resolve or refer problems and ensure prompt and accurate follow-through
Ability to respond to others thoughtfully with clarity, tact, courtesy and compassion - with adolescent students, teachers, staff, parents/guardians, co-workers, supervisor, and other visitors - especially when they are under stress or duress
Maintain absolute confidentiality
Ability to manage multiple concurrent tasks/projects, set priorities and meet deadlines, with constant interruptions (phone and in person) and noise from the adjacent senior lounge and school cafeteria
Ability to organize work, compose correspondence, and maintain records; demonstrated ability to learn a range of position-related software applications
Communicate effectively in English, both orally and in writing
Work effectively with supervision, independently, and as a part of a team
Excellent organizational skills and a high degree of flexibility and initiative required
Ability to be adaptable to the environment
Ability to interact with a diverse group of faculty, staff, students, and parents required.
Knowledge of diversity, equity and inclusion issues and in developing healthy, supportive relationships with all students
Strong knowledge of adolescent development
Education, Experience or Certifications:
High School Diploma required
Bachelor's Degree preferred
Previous experience working in a K-12 office environment preferred
Customer service experience preferred
Significant reception and clerical experience required, preferably in an academic environment
Knowledge of Macintosh computers preferred
Experience using Microsoft Word and Excel required
Experience with database and learning management systems required, preferably with Google, Schoology and PowerSchool
Experience composing correspondence, and maintaining records required
Demonstrated ability to read and understand basic documentation such as Help screens required
Considerable experience working with students of high school age
Additional Salary Information: Depends on Qualifications
About The University of Chicago Laboratory Schools
The University of Chicago Laboratory Schools provide one of the world's most outstanding pre-collegiate educational experiences. Because Lab is part of the University of Chicago, the importance of intellectual life—of thought and exploration—infuses all aspects of our curriculum, and students in every grade benefit from outstanding UChicago academicians and access to unmatched resources. John Dewey—one of the great minds in education—established the Schools in 1896 as a place to explore and implement his theories on childhood education. Today’s students still benefit from his vision, and today’s Lab faculty are recognized as experienced leaders in their field.
Families who choose Lab care deeply about curiosity, inquiry, and creativity. Approximately 60 percent of Lab families are affiliated with the University, half live in Hyde Park, and the rest come from across Chicago, the suburbs, and northern Indiana. Lab’s student body reflects the diversity that is deeply valued by the Schools and its community; approximately half of our 2,000 students are people of color and families report speaking nearly 40 different languages in their homes.
The Laboratory Schools seek the fine...st employees—people who wish to inspire a love of learning in our students and join a vibrant learning community. We employ people with a wide range of skills and training, in many different disciplines. At Lab, we value learning experientially, exhibiting kindness, and honoring diversity. We seek employees who share a similar commitment to these values. Lab people are engaged and excited by our mission of igniting and nurturing an enduring spirit of scholarship, curiosity, creativity, and confidence in the youngest members of the University of Chicago’s academic community.
The Laboratory Schools is a great place to work and our connection to the University provides our faculty and staff with opportunities that would be nearly impossible to match in any other environment.
Interested candidates should apply via our website at: http://www.ucls.uchicago.edu/about-lab/employment
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-834-1841 or by email firstname.lastname@example.org with their request.