Career Center

The Willows Community School

Administrative Manager/Registrar

The Willows Community School, located in Culver City is a Developmental Kindergarten through 8^th grade non-profit, co-educational independent school enrolling 465 students annually. Recognized as a balanced, progressive educational leader, The Willows’ strong academic program incorporates experiential learning and thematic instruction into cutting-edge curriculum and integrates technology and the arts into the classroom. The Willows is strongly committed to financial assistance and seeks a broad-based student body with a diversity of race, ethnicity, economics and learning styles. We believe each child brings our community an extraordinary gift: a curious mind, ready to explore and eager to learn. 

POSITION SUMMARY: The Administrative Manager & Registrar works collaboratively with multiple staff members and directors on all data related activities, including updates and improvements to the student information system and supports academic operations. Responsible for all academic record keeping and management of a central school data base. Charged with planning the master schedule for the school, coordinating with the Head of School and Assistant Head of School.

REPORTS TO: Assistant Head of School for Advancement, Melissa Unger

DUTIES/RESPONSIBILITIES:

Registrar

• Manage and maintain the school Veracross and Magnus databases
  • Schedule and register new and current students.
  • Modification and maintenance of school records.
    • Maintain and update records, including current parent data and troubleshooting.
    • Oversee compliance with the record retention policy – electronic and paper files.
    • Produce, update, and distribute semester and trimester reports.
    • Oversee transcript distribution for transferring and graduating students.
    • Process withdrawing students; prepare and process related documents.
    • Process and review add/drop courses, reports, and other specialized forms for completeness, processing and compile student information for input as needed.
    • Organize, process, and distribute standardized testing.
  • Magnus Health Database; Student Health Records
    • Obtain, maintain, and update all student health records.
    • Communicate and update county records for immunization compliance with parents via email.
    • Manage, maintain, and update over the counter and prescription medication per the school policy.
    • Establish and update, as necessary, health form and protocols for field trips, athletics, and/or off campus activities.
    • Department of Public Health liaison
    • Contact parents and follow-up in the event of illness or injury in coordination with teachers and directors.
    • Ensure faculty and staff maintain documentation of injuries in Magnus Health database.
  • Coordinates the Summer Mailing
    • Create and establish health content for summer packet.
    • Create and establish Extended Care content for summer packet
      • Set-up content for parent portal account sign ups

Front Office Manager

• Manage the Front Office
  • Guide the Front Office Team; meet weekly to ensure success.
  • Schedule and ensure the appropriate coverage for the front office.
• Manage the Enrichment Program with Lead team member.
  • Approve Fall and Spring vendors and schedules.
  • Setup system schedule once finalized in database.
• Ensure field trip bookings and transportation scheduled accurately.
• Organize lower school field trips (2^nd- 5^th grade); oversee middle school overnight trips.
  • Plan transportation and meals.
  • Organize parent release and authorizations.
  • Organize medication kit for adult and student travel.
• Manage the Extended Care Team
  • Oversee and direct all aspects of Extended Care, supervision, and evaluation.
  • Plan and execute the infrastructure and organization of the afterschool program.
  • Schedule and ensure appropriate coverage for the yard and extended care.
  • Ensure student safety for games and enrichment.
  • Parent contact for health or behavior related emergencies.
• Master Schedule and Calendar
  • Organize, input, and manage master calendar.
  • Host weekly meetings with department representatives to coordinate calendar adjustments.

SUPPORT THE HEAD OF SCHOOL AND ASSISTANT HEADS:

• Perform other duties as needed.

SKILLS/QUALIFICATIONS:

• Strong interpersonal skills and an ability to work both collaboratively and independently
• Detail-oriented thinker and multi-tasker
• Effective time management skills
• Editing/proofreading skills
• Proficient computer and software capabilities including:

Microsoft Office Suite, Veracross Database, JotForm, Magnus Health

• Self-motivated
• Ability to multi-task
• Ability to complete task in a timely manner
• Discrete and can maintain confidential information
• Model appropriate behavior around children

COMPENSATION & BENEFITS:

This is a full-time 12month position with a salary range of 80k-100k/year, based on experience.

The Willows Community School employees enjoy a competitive employee benefits program including medical, dental, vision, life insurance, long-term disability, FSA, employer discretionary plan contribution, pet insurance, vacation time, sick days and holidays.

Please submit a cover letter and resume to Gladys Trejo, gladyst@thewillows.org. Subject line to read: Administrative Manager and Registrar. No phone inquiries. Only the applicants considered will be contacted.

The Willows Community School subscribes to a policy of equal opportunity with respect to employment, participation in available programs, and access to schools and student services. All individuals without regard to race, color, religion, natural origin, age, sex, or disability are provided equal employment opportunities and access to programs administered under the auspices of The Willows Community School.

About The Willows Community School

The Willows Community School, where great minds grow, is a DK-8 co-ed, independent school, enrolling 465 students from 57+ zip codes. Recognized as a balanced, progressive educational leader, the academic program incorporates experiential learning, thematic instruction, and social emotional learning into cutting-edge curriculum. Design thinking, maker and the arts are integrated into the classroom. The broad-based student body has a diversity of race, ethnicity, socioeconomics and learning styles; 33% of our student body identify as students of color. The Willows believes each child brings our community an extraordinary gift: a curious mind, ready to explore and eager to learn. Our mission is to grow that gift by challenging our students to uncover meaning and significance in the world around them and to become capable, confident individuals who demonstrate character, engagement, and a joyful passion for creative inquiry across a lifetime. Our students are encouraged to live our credo: All things are possible. For more information about The Willows, please visit our website: www.thewillows.org.

Connections working at The Willows Community School