Academic Registrar

Position: Academic Registrar

Location: Shenzhen, China

Start Date: ASAP

About Avenues

Begin by thinking Avenues New York, Avenues São Paulo, Avenues Shenzhen, Avenues Silicon Valley, Avenues London. Think of Avenues as one international school with multiple interconnected campuses. It will not be a collection different schools all pursuing different educational strategies, but rather one highly integrated learning community, connected and supported by a common vision, a shared education design and curriculum, world-class technology and a talented headquarters team in New York City.

Avenues New York launched in 2011 and currently serves 1,550 students in grades Nursery – 12. Our second campus in São Paulo will open in August 2018. Avenues prepares students for engaged global citizenship in the twenty-first century, with an approach that combines language immersion, interdisciplinary teaching, a global curriculum, and a culture of creativity and deep collaboration.

THE OPPORTUNITY

Avenues: The World School is excited to announce an opportunity for an Academic Registrar to join the Shenzhen campus. This role ensures that our student data management is accurate, confidential and managed properly across all aspects of the organization. The position also ensures that space and time are used effectively and efficiently within a highly collaborative and complex environment.  This is an ideal role for someone who has a clear vision of the way any system or process should work and considers it fun to devise smart systems, processes, and plans for action while being flexible within a highly complex environment.  

RESPONSIBILITIES

The Academic Registrar manages the collection, integrity, and dissemination of student data to all internal and external stakeholders. 

Academic Schedule Implementation & Space Scheduling

• Complete the project management details associated with the creation of student and faculty academic schedules. 
• Prepare student, teacher and space schedules for each semester, update schedules to reflect scheduling of newly enrolled students, electives, and addition or modification of academic classes.
• Work directly and independently with associate heads,  deans and divisional and operations directors in the development and modification of course and section scheduling resources and accommodations
• Complete twice-monthly meetings with the divisional leadership team to present updates on the academic schedule project management. Execute the project plan in an accurate and timely manner.
• Set goals and meet with the admissions and relevant division faculty on a regular basis in pursuit of the timely completion of a complete scheduling process for every student enrolled in Avenues
• Coordinate and schedule classroom and shared spaces to achieve optimum usage efficiency and communicate any issues with operations and divisional directors. 

Report Cards/Transcripts

• Manage the process of creating and publishing academic report cards within five days after the grading period ends per the report card action plan. Coordinating a project plan with the technology, communications department, and each divisional leadership team
• Train and support faculty and staff with report card entry as is necessary.
• Prepare student’s transcripts for distribution
• Maintain consistency of course conventions and nomenclature
• Work in conjunction with admissions staff and deans to oversee the enrollment process for new students, gathering all required information, while also coordinating class schedules and resolving scheduling conflicts

Student Data Management/Accuracy

• Enforce standard operating procedures to ensure smooth operations and processes when collecting and reporting on student information
• Manage workflows for all student data throughout the system, including biographical changes, parental/custodial changes, withdrawals, etc.
• Manage the collection of student data throughout the enrollment and re-enrollment process (admissions, business, and academic offices)
• Communicating with faculty, staff, and administration, and update records and files in regards to the student withdrawals
• Support Division Heads by working with academic departments to prepare and maintain student records, including non-Avenues testing, and preparing reports to be used within the school, with the periodic publication of statistical reports
• Work to conform to any local country requirements ensure program records are accurate and timely
• Be accountable for ensuring the accuracy and reliability of all student data
• Accurately maintain and continually audit data accuracy associated with all students and their families
• Maintain confidentiality of all student records, working with admissions and business offices to maintain data associated with the system requirements
• Serve as primary contact for all internal student data requests and reporting  Oversee and ensure proper handling of data and reporting requests

Systems/IT

• In coordination with Academic Systems Director (me) is responsible for maintaining weekly vendor SIS meetings, as well as processing any outstanding issues with the vendor as it pertains to registrar function. 
• Assist in the documentation of workflows and processes
• Assist in the new school year system rollover
• Meets other local campus registrar and Academic Systems Director to review cross campus system/data practices.

Student Enrollment Process & Parent/Teacher Scheduling

• Recommends and ensures that the student records associated with the enrollment plan are accurately and fully presented upon entrance. This includes taking an active personal role in coordinating a clear process, which includes, but is not limited to planning for effective communication with admissions.
• Take part in global bi-annual strategic meetings to inform local campus  admissions staff, college counselors and nurses to discuss, analyze, brainstorm and decide on critical issues affecting the student enrollment process
• Support divisional Operations Managers/Director by working to prepare parent-teacher scheduling details and set up a secure appointment process 
• Establish an annual process associated with all students and their families receiving timely and accurate notification of parent-teacher conference schedules
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At Avenues, we place a high priority on hiring individuals who are:

• Collaborative – Works well in a highly collaborative environment; is humble, respectful of others, and a good communicator
• Accountable – Delivers high quality and accurate results; displays a high level of ownership; can be counted on to deliver on commitments
• Resourceful – Highly effective and disciplined in achieving goals; shows initiative and good judgment
• Adaptive – Comfortable with ambiguity and change; able to set priorities in a changing environment; flexible and open to new ideas
• Courageous – Willing to speak your mind and make tough decisions; passionate about our work and our mission
• Committed to learning – Committed to personal growth, as well as to helping your colleagues and the organization improve

QUALIFICATIONS

Candidates should have most, if not all, of the following:

• Superb organizational and project management skills; experience with constructing a master schedule highly preferred 
• Previous experience in a similar role preferred; preferably in an educational setting
• A firm understanding of relevant technology and technological trends
• Experience with student record database system management and scheduling software
• Process knowledge and know-how in data analysis and manipulation tools
• Excellent verbal and written communication skills
• Strong collaboration skills
• Ability to maintain a positive attitude towards staff, students, parents, and community members
• Critical eye for detail/data errors.
• Ability to manage multiple tasks and projects simultaneously.

To Apply

Apply through the Careers section of the Avenues website (http://www.avenues.org/en/careers/). Be sure to include a very thoughtful cover letter with your application. If you have any questions, please email [email protected].  

Avenues is an Equal Opportunity Employer and committed to diversity among our staff. Applicants of diverse backgrounds are strongly encouraged to apply.