DIVISION: Upper School

JOB TITLE: Upper School Registrar and College Counseling Coordinator

ABOUT POLY

Founded in 1907, Polytechnic School is the first nonprofit, coeducational, K-12, independent school in Southern California. The meaning of polytechnic as “many arts” is reflected in the school’s ambitious and student-centered educational program. Nationally recognized as a K-12 educational leader, Poly develops the unique intellect, talents, and character of each student through transformative teaching within a diverse community devoted to academic excellence, the creative arts, the camaraderie of team sports, and service to others.

Poly strives to be an inclusive community that fosters academic excellence and personal growth by ensuring that all of our 870 students, nearly 65% of whom identify as Students of Color, are seen, heard, and valued as their authentic selves. We respect the dignity and worth of every individual and seek to celebrate the joy, the love, and the creativity that emanate from the human spirit. Throughout our Lower, Middle, and Upper Schools, students, faculty, and staff commit to deepening our understanding and knowledge of ourselves, each other, and our ever-changing world.

Within our community of care, Poly students build the confidence and capacity to think critically and creatively to become responsible global citizens and intellectual leaders. Taught by an extraordinary faculty, Poly graduates are ready to fulfill the promise of their talents and lead meaningful, purposeful lives.

To learn more about Polytechnic School, please visit us.

POSITION PURPOSE: Polytechnic School seeks an enthusiastic and detail-oriented registrar and college counseling coordinator to join our Upper School community. The registrar performs a wide variety of administrative duties in support of our academic and counseling programs and reports to the Upper School Director.

Essential Responsibilities and Duties Include:

• Create and maintain current student academic records, including:
  • Maintaining and updating current and historical student records, including students’ personal, academic, and attendance data, grades, and grade changes.
  • Managing issuance of school-wide official and unofficial transcripts, enrollment, and GPA verification forms.
• Process, review, and distribute grade reports.
• Demonstrated experience creating inclusive learning environments and opportunities
• Manage the School’s master class schedule and the course selection process, including updating relevant materials and supporting the sign up process.
• Oversee Poly’s AP testing program.
• Assist the college counseling office, including:
  • Managing calendars and scheduling appointments for each college counselor.
  • Scheduling, monitoring, and hosting college rep visits to campus.
  • Managing Naviance, including creating student accounts, uploading test scores collected from various agencies, and uploading and sending electronic documents in support of college applications.
  • Managing College Kickstart, including uploading and updating student information throughout the college admission cycle.
  • Supporting and coordinating evening programs, including presenting to student and parent groups as required.
  • Assisting with planning and presenting for student events, including essay and application workshops.
  • Coordinating student applications for National Merit Scholarship Program.
  • Some college-counseling related travel.
• Provide information and reports as requested to department chairs and members of the administration.
• Offer kindness, patience, and optimism while interacting with students, colleagues, parents, and others who require assistance.
• Perform other duties as assigned.

Physical Requirements and Work Environment

• Work in an environment dealing with a wide variety of challenges and deadlines, as well as a diverse array of contacts.
• Work at a desk and computer for extended periods of time.
• Ability to lift up to 30 lbs.
• Work primarily in a traditional climate-controlled classroom environment.
• Work intermittently in outside weather conditions, including extreme heat and cold.

Salary: Polytechnic School is committed to attracting and retaining talented, dedicated employees through a competitive compensation plan that is commensurate with experience.

Benefits: A full benefits package includes medical, dental and vision coverage and a 403 (b) retirement plan.

Equal Opportunity Employer

In order to provide equal employment and advancement opportunities to all individuals, Poly will recruit, hire, train, and promote faculty and staff without regard to an individual’s race, color, sex, gender identity, genetic information, sexual orientation (including heterosexuality, homosexuality and bisexuality), national origin, ancestry, citizenship status, uniformed service member status, marital status, pregnancy, age, medical condition and physical or mental disability (whether perceived or actual), or any other consideration made unlawful by federal, state, or local laws. School policy also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

• 
  Bachelor’s degree and preferably a minimum of three years of working at the Middle and/or Upper School level.
• Well organized and experienced with record-keeping and scheduling.
• Excellent computer skills.
• Extensive experience with Blackbaud, Microsoft Excel, Google Docs, and Naviance preferred.
• Professional and collaborative, detail-oriented with an ability to work independently and on multiple projects at once.
• Outstanding written and verbal communication skills, planning, and problem-solving skills are key.