Program Director, Academic Systems and High School Registrar Job Listing at Kamehameha Schools in Honolulu, Hawaii (Job ID JR-05130)

Description

Job Posting Title

Program Director, Academic Systems and High School Registrar

Employee Type

Regular

Recruiting Start Date

09-13-2024

Job Exempt?

Yes

Recruiting End Date

Open Until Filled

Aloha mai!  Mahalo for your interest in Kamehameha Schools.  If you are looking for an opportunity to utilize your skills and talents and grow in your profession, while serving and strengthening our Native Hawaiian community, we would love to have you join our ʻohana!

Job Summary

Provides leadership and management for the Office of the Registrar and works collaboratively with campus leadership. Work collaboratively with the Admissions Office as needed to ensure seamless recruitment-to-enrollment as well as retention of haumāna throughout their campus experience. Engages with the Enterprise College and Career Office to provide timely supports to students in their transition to post-high learning opportunities as identified.

Ensures services to the campus, divisions, kumu, haumāna, and other stakeholders related to enrollment and academic records are delivered accurately, professionally, and in a timely manner. A highly visible leader on campus who collaborates and shares information with various stakeholders. An expert in records and enrollment management, has the ability to execute best practices in confidentiality and communication. Ensures the integrity, accuracy, and security of all academic records of current and former students; facilitates effective student registration and enrollment; builds secure data files and ensures policies and procedures for their use are set and enforced; maintains up-to-date course schedules, catalogs, final exam schedules; and maximize the use of classrooms.

Facilitates the interpretation and enforcement of policies and regulations of Kamehameha Schools, Hawaiʻi Association of Independent Schools, and the Western Association of Schools and Colleges. Serves as the custodian of course syllabi and ensures compliance with all KS policies and procedures, while also setting the Campus Academic Calendar and all communication with students and families pertaining to academic systems and management.

Essential Responsibilities

Strategic Leadership

• Implement best practices that enhance customer service, uphold the integrity of academic programs, and create a sustainable method of providing support to a diverse and growing academic community.

• Develops and implements strategic plans that utilize technology to ensure on-time graduation, retention, and diploma progression within the student body.

• Structures the respective curriculum to meet haumāna and campus needs.

• Manages processes related to course registration, recording grades, certifying student enrollment status, verifying honors and degree fulfillment, managing student records, scheduling courses, updating the course catalog, and transcript production.

• Stay abreast of curriculum development, admissions, and college enrollment trends.

• Engages with the Enterprise College and Career Office to ensure appropriate support is provided to graduates in their pursuit of post-high academic endeavors as identified.

• May supervise professional staff whose area of responsibility include student records systems, transcript production, classroom and building scheduling, and course registration.

Academic Implementation

• Works with the campus leadership team, or specific campus leaders as assigned, to develop a master schedule showing the organization of the division(s); courses offered; staff, room, and period assignments; and enrollment of each class.

• Creates the Course Catalog and other general information, such as required course work, credits required for graduation, and registration procedures ensuring accuracy of information in catalog, website, and other communication vehicles.

• Leads and advises the preparation of class schedules.

• Assists in the development of educational policies and procedures pertaining to students and academics.

Haumāna Recruitment, Admission, and Enrollment

• Understands KS' education campus/program's objectives and strategies to align them with the application process.

• Coordinate support for campus enrollment strategies.

• Based on student and campus needs:

  • Collaborates with Admissions Office to develop processes and tactics to improve consistency and quality of the application process, in support of campus strategies and measures.

  • Represents the campus at select Admissions Office meetings.

  • Collaborates, in the planning, designing and implementation of improvements to processes by identifying campus SMEs to participate.

  • Leads or supports the enrollment activities for the campus. Organizes new haumāna receptions with campus leadership and admission support.

  • Facilitates the campus transfer process with other campus coordinators.

  • Collaborates in identifying potential staff conflict of interest in process, applicant fraud and/or staff or applicant tampering situations to admissions leadership in a timely and factual manner.

  • Collaborates with admissions by working with campus leadership in recommending thresholds, pre-evaluation scoring minimums, etc. to ensure healthy applicant pools

  • Leads and manages campus, or assigned campus area (i.e., high school), enrollment process and procedures during each school year to ensure haumāna are placed appropriately in their respective division grade, course, and level

  • Extends offers of enrollment for vacancies in accordance with campus enrollment policy

  • Works with campus leaders to ensure appropriate and adequate support is provided to haumāna identified with academic support needs.

• Monitors enrollment numbers, and work closely with division heads and KS Admissions to ensure enrollment goals are consistently achieved and maintained.

• Works with communications and division heads to develop a New Parent Communications strategy to improve onboarding each year.

• Coordinates student withdraws and Option- to-Return (OTR) documents to coordinate transfer of records and ensure compliance with KS policies and procedures.

Program Administration

• Plans and schedules all meetings for the purpose of coordinating registration procedures and disseminating registration information and instruction to kumu.

• Provides instructions relative to preliminary registration procedures to haumāna, kumu, counselors, deans, parents, and division administrators.

• Oversee the registration process, to include the issue and collection of registration materials; validate course selections; updates and evaluates resulting data.

• Develop course master into Infinite Campus and create necessary sections, kumu assignments to courses, analyze conflicts, roster haumāna into sections (and roster changes).

• Analyze and interpret registration data for submittal to the appropriate leaders.

• Schedules new and transfer haumāna into classes and/or make adjustments to haumāna schedules based on sound judgement identifying needs of the haumāna

Student Records

• Inventory student cumulative files for current, graduated, withdrawn, and OTR students, and other data as needed. Produce honor rolls, post grades, open the grading window, and perform grade validations.

• Verify availability of grades/transcripts in Infinite Campus.

• Develops and maintains a system for filing, housing, and retrieving student records.

• Fulfill transcript/records requests and confirmation of enrollment and attendance.

• Maintains, updates, and disseminates student demographic information to appropriate KS leaders.

• Prepares and maintains enrollment statistics.

Data and Technology

• Serve as the lead student records data steward for the campus, or assigned campus area (i.e., high school),  and maintain confidentiality and security of student academic records and compliance with academic expectations and KS policies and procedures.

• Develop and implement strategic plans that utilize technology to drive on-time graduation, retention, and diploma progression within the student body.

Other

• May perform research as related to multiple requests for student and student archive information. Serves on committees and performs other duties as assigned by the Dean, Student Support Services.
• May liaise with campus IT/ERD to kokua securing necessary technology, hardware, and support for admissions for testing, interviews, observations, etc.

Position Requirements

Minimum Qualifications - An equivalent combination of education and experience may substitute for the requirements listed.

• Bachelor's degree in Education or closely related field.

• Minimum five (5) years of experience in a directly related area.

• Strong organizational skills to manage and prioritize multiple assignments and ability to work well under pressure with frequent interruptions; work independently with minimal supervision.

• Excellent interpersonal verbal and written skills; ability to establish and maintain good working relationships with individuals at all levels internal and external to the Kamehameha Schools.

• Able to tailor presentations to be easily comprehensible in small and large group settings.

• Possesses a discipline for detail.

• Function effectively under pressure at peak times of the school year.

• Able to recommend suggestions for improvement of operations.

• Experience working with Learning Management Systems to include administration, documentation, tracking, reporting, and delivery of educational courses or training programs.

• Experience working with Student Information Systems to effectively manage student enrollment, academic records, schedules, grades, and other student-related data.

• Ability to manage confidential data with tact and discretion.

• Strong knowledge of work processing and spreadsheet applications.

• Strong knowledge and experience with database management.

• Strong familiarity with Student Information Systems.

• Excellent interpersonal skills to relate to and work with various stakeholder group.

Preferred Qualifications

• Ability to train others in the use of computerize student records systems and interacting with Microsoft and Google products.

• Experience/knowledge of a master scheduling process for schools/school systems.

• Experience working with Canvas, Seesaw or Infinite Campus and the ability to produce timely and succinct reports for decision-making.

• Classroom teaching experience in a K-12 setting.

• Previous supervisory experience.

• Prior experience working with recruitment-to-enrollment (Admissions) processes and procedures.

• Familiar with post-high student support needs.

Physical and Mental Requirements

• Frequently sits, perform desk-based computer tasks and grasp light or fine manipulation, talk or hear.

• Occasionally stand and/or walk, write by hand, and lift and/or carry, push and/or pull objects that weigh up to 35 pounds.

• Rarely twist, bend, stoop, squat, kneel, crawl, climb, reach or work above shoulder, or grasp forcefully.​

Working Conditions (including Environmental Conditions)

• This position may involve traveling to various locations, including neighbor islands to conduct business.

• Work is conducted in an office/school environment and may require work to be conducted in non-standard workplaces.

• Work is typically conducted Monday through Friday at normal business hours but evening and weekend hours are often required to meet goals and objectives

Disclaimer: The above statements are intended to describe the general nature and level of work being performed by incumbents assigned to this job. This is not intended to be an exhaustive list of all the responsibilities, duties and skills required. The incumbent may be expected to perform other duties as assigned.

For Internal Use Only:  #LI-CAR

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities.  Please contact us at hr@ksbe.edu or 808-534-8040 if you require a reasonable accommodation to apply for a job or to perform your job.  Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Work Year

12

Pay Range

84,900.00 - 121,000.00 Annual

Compensation and Benefits

Based on the compensation range provided below, salaries are commensurate with job-related experience, skills and competencies, education, internal equity, length of work year, and other organizational needs.

At Kamehameha Schools (KS), we recognize that compensation is just one facet of a fulfilling employment experience. Our commitment lies in fostering a positive work environment and equipping employees with the necessary resources to excel every day. Our Total Rewards Program embodies KS's dedication to the physical, mental, and financial well-being of our employee ʻohana. Explore our comprehensive Benefits Summary for more information.

Primary Location

Kapalama Campus

City, State

Honolulu, Hawaii

Additional Locations

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