ASSISTANT COORDINATOR OF STUDENT INTAKE AND REGISTRATION SERVICES

The Parent Information Center (PIC) serves as the main source of general information about Waltham Public Schools for
the district’s staff, parents and guardians, and the community at large. One of its primary functions is to be a central
location for new registrations for all students entering preschool through grade twelve. Through this process, families
make their first contact with the schools and community. The Assistant Coordinator will assist in the daily functions of the
PIC registration process by providing support to families of new and returning students.

 

QUALIFICATIONS:

Education, Training and Experience:
• Associate or Bachelor degree required
• Background working with school administration preferred
• Familiarity with working with databases
Knowledge, Ability and Skill:
• Bilingual Spanish/ English or Haitian Creole/ English Speaking/Writing Skills preferred
• Strong computer skills:
o Microsoft Office Suite
o Familiarity with Student Information Systems and/or Databases
o Knowledge of Google Apps for Education
o Website management and editing
• Able to organize time, work independently and accomplish tasks despite frequent interruptions
• Ability to maintain a high level of confidentiality, data quality and data integrity
• Knowledge of educational issues and of school department operations
• Close attention to detail
• Commitment to requirement that all parents/guardians are fully informed of all important news, events, and
educational opportunities being offered by the school system
• Demonstrated competency in the ability to work with parents/guardians
• Strong interpersonal skills
• Able to communicate effectively with district staff and parents/guardians via email, phone and in person
• Able to create a warm and welcoming office climate
• Facilitate human relations and interactions

 

SUPERVISION:

Supervision Scope:
Performs a variety of responsible administrative and managerial functions requiring professional judgment. He/she is
called upon to handle a large number of details, which vary in substance and content. He/she is required to flexibly
approach the workload.
Supervision Received and Given:
He/she will work under the direction of and be evaluated by the Supervisor of Registration, Translation and
Transportation.

DESCRIPTION OF DUTIES:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if the work is similar,
related or a logical assignment of the position.)
1. Processes all new or returning student registrations for grades 6 through grade 12
2. Obtains required registration documents for the purpose of ensuring accurate information is gathered in
accordance with district policy, state regulations and federal laws
3. Provides general information about Waltham Public Schools to the district’s staff, parents/guardians and
community at large
4. Assists in the organization and coordination of Kindergarten Registration Nights for all elementary schools
5. Interacts with the English Learner and Special Education Departments to ensure new students identified as
requiring specialized services are entered and coded properly in the student information system database
6. Works closely with Student Information Systems Specialist in order to ensure data accuracy
7. Coordinates with previous school districts or agencies to obtain any necessary documents needed (academic,
medical/health) and makes follow up phone calls about missing documentation, school start date(s),
transportation etc.

8. Creates and prepares student enrollment data reports for school administration
9. Provides updated information for the PIC webpages
10. Communicates in a timely and effective manner with administration, staff and parents/guardians regarding the
registration process
11. Ensures that all Waltham Public Schools' parents/guardians are fully informed of all important news, events, and
educational opportunities being offered by the school system
12. Assists parents/guardians in obtaining access to specialized resources available in the Waltham Public Schools
13. Promotes appreciation of equity and diversity by providing culturally and competent responsive liaison support for
families during the enrollment process
14. Coordinates necessary support services during the student registration process e.g., nurses to review health
records; guidance counselors to review student records
15. Performs other tasks, which may be assigned by the Supervisor of Registration, Translation and Transportation

 

WORK YEAR:

This is a twelve (12) month position.
Bilingual Spanish/English or Haitian Creole/English Speaking/Writing Skills Preferred

 

JOB ENVIRONMENT:

Most work is performed in a school environment with frequent interruptions. May be subjected to the pressure of other
individuals and the volume and/or rapidity with which tasks must be accomplished. Makes contact with necessary
personnel in person and by phone, and discusses routine and semi-complex information. Multi-tasking is almost always a
necessity. Has access to and maintains confidential information for which the application of appropriate judgment,
discretion and professional office protocols are required.

Federal Labor Standards Act (FLSA): Exempt

 

Non-Discrimination Notice: Waltham Public Schools does not discriminate on the basis of race, color, religion, disability,
national origin, gender, or sexual orientation.