Saint Mark’s School is an independent, Episcopal coeducational day school in Altadena, California. Founded in 1960, the School serves the needs of approximately 330 Preschool through Sixth grade students from diverse ethnic, racial, religious and economic backgrounds. The School’s mission is to develop the unique intellect and character of each student in a nurturing environment committed to academic excellence, respect for diversity, responsibility and spiritual growth.

The School Registrar and Front Office Assistant is responsible for maintaining all student records and works collaboratively with other staff to provide general office support.  Serves as the front office communication link between the school’s constituencies and the school personnel, including but not limited to administration, faculty, and staff.  This is a 12-month non-exempt on-campus position and reports to the Director of Enrollment Management; work remotely as directed.  

Responsibilities include but not limited to:

Registrar

• Enter student and family information into the database and update as needed.  Maintain student/family databases, generating reports, and forwarding updates/changes to all staff.  
• Enter standardized test scores into cumulative student files, as needed.
• Oversee all health forms, allergy lists, tracking of forms such as authorized drivers, authorization to treat forms, driver liability, parent handbook, and serve as medication liaison.
• Set up and maintain confidential student files, emergency contact forms and medical authorization files, advising families of any missing data. Ensure that student files maintain compliance with licensing and accreditation standards.
• Prepare and distribute the school roster as well as prepare car placards for all students. 
• Prepare and maintain facility roster for Preschool.
• Prepare and mail transcripts, letters of recommendation, test scores, cumulative records, and other exit correspondence for departing students and their intended schools.
• Work closely with the Head of School to manage all paperwork for the middle school placement process, including parent information packets, transcripts for students and any other required materials. 
• Coordinate registration and re-enrollment activities including contracts, parent volunteer forms, health clearances, and other documentation.
• Serve as registrar for summer programs including registration, allergy list and medical forms. 

  Front Office Assistant

• Open School Office and ensure that all office equipment is ready for use.
• Greet/welcome all visitors, parents, and students.
• Register and distribute badges to all visitors (parents, substitutes, outside resources) and maintain Visitor Log.  
• Maintain an orderly appearance of the front office, conference room, main restroom, and workroom of the school house.
• Coordinate and collaborate with office staff in answering incoming telephone calls, transferring calls to appropriate parties and/or voice mailboxes.
• Administer First Aid, dispense medication and provide general assistance to students, as needed. 
• Support Assistant Head of School with tracking and reporting communicable illnesses, including doctor clearances, and sending Health Alerts as requested. 
• Serve as one of the key operators for all office machines – copier, copy printer, laminator, postage machine, etc.
• Coordinate and collaborate with office staff to support the general office, including postage, bulk mailing, collecting tuition and forwarding to appropriate parties. 

During summer months, serve as the main point of contact in the school office.

General

• Provide general assistance to students, parents, and all office visitors.
• Attend school office staff meetings.
• Collaborate with the Director of Teaching, Learning + Belonging to book, schedule transportation, and prepare permission slips and medical authorization forms. 
• Perform other duties as assigned by the Head of School.

Other essential skills and qualities:

• Proficiency with technology, including Microsoft Word, Excel, Google Docs, and Google Sheets.  Experience with Blackbaud preferred.
• Creative, energetic, patient, resourceful, flexible, innovative, and cheerful
• Willingness to try new things
• Open to constructive feedback
• Superior organizational skills, attention to detail and ability to manage multiple projects at a time.
• Demonstrates a commitment to diversity and equity, fostering a culturally competent and inclusive campus and actively contributing to a healthy, equitable environment for all members of the community.
• Communicates effectively with children, parents, and colleagues in a professional and in a positive manner.
• Demonstrates professionalism through punctuality, collaboration, organization, participation in meetings and staff development opportunities. Maintains professional behavior including appropriate dress, good judgment, integrity, diplomacy, confidentiality, and a respectful attitude in professional relationships.

Physical Abilities: Job includes some lifting, carrying, pushing and/or pulling; some climbing and balancing; some stooping, kneeling, crouching and/or crawling; hearing, speaking, observing and significant fine finger dexterity. Specific abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Generally the job requires 60% sitting, 20% walking and 20% standing and the ability to lift or move up to 50 pounds. The job is performed under minimal temperature variations, a generally hazard free environment, and in a clean atmosphere.

About Saint Mark's School

Connections working at Saint Mark's School