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Dean of Student Engagement Office Manager

St. Mark's School
Southborough, MA
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

General Statement of Duties

The Dean of Student Engagement Office Manager serves as the point of contact and manages incoming information and daily issues for the Dean of Student Engagement Office. The Office Manager manages the work of the Deans’ Office in providing care and maintenance of the attendance, permissions, student, parent, and faculty support structures through the day-to-day work of the school. The Office Manager is supportive of the Residential Life Program, Advising, Student Activities, Dining Hall, and Student Leadership, as well as managing day-to-day school systems including attendance and discipline. The Office Manager also works closely with Health Services and the Counseling Office on daily issues.

Supervision Received

The Dean of Student Engagement Office Manager reports to the Director of Community Life.

Specific Responsibilities

ATTENDANCE

  • Track and record all student attendance (academic and non-academic), both excused and not excused using Blackbaud and Orah software.
  • Follow-up - waking student, calling student and/or emailing student (and advisor).
  • Provide faculty with the daily schedule of all approved special permissions for students (detailed).
  • Continual contact with Health Services relating to student location/attendance.
  • Schedule student meetings with Deans related to unexcused absences or discipline issues.
  • Schedule disciplinary consequences for those unexcused absences, notifying student/advisor/faculty supervising consequences. Academic consequences include Saturday night detention. Non-academic consequences include Sunday Detention.
  • Draft Deans’ attendance warning letters to students, copying advisor, house head, and parent.
  • Track and provide the Academic Office with Student Attendance Reports which raise concern.


PERMISSIONS

  • Attend to riding/driving/overnight verbal and electronic requests from students and parents on an hourly basis.
  • On Orah, checks and approves (along with Dean of Student Engagement) weekend overnight permissions.
  • Approve/deny requests in the database (Orah).


STUDENT SUPPORT

  • Create and distribute Lion cards, room keys, mailbox assignments, combination locks for locked drawers, and replace as needed.
  • Support students and communicate with the Custodial Office regarding room issues – locks, broken screens, furniture, insects, etc.
  • Support students (and parents) and communicate with the Business Office with questionable charges on Lion card.
  • Support students with student-run meetings – reserve facilities/food service needs.
  • Schedule student transportation for all vacation breaks – vans to Logan airport, hire coach bus to CT/NYC. Communicate with students to reserve spots, and charge to the incidental account. Schedule/oversee faculty drivers/chaperones.
  • Remind students of special schedules, meetings, or events as needed.
  • Advisor Preference form – sent to students each May for a chance to change advisor. Record all requests (5 for each student) to provide the Director with the database of requests.


DEAN'S OFFICE SUPPORT

  • At Deans’ request, schedule meetings with students, parents, and advisors with possible discipline concerns.
  • Support Dean of Student Engagement, Director of Wellness, Director of Health Service, Counseling Office, and Director of Community Life in scheduling meetings, and facility reservations with students/faculty.
  • Attendance, and discipline warning letters drafted as needed by each Dean.
  • Update Blackbaud database with student housing/advising for Academic Office.
  • Communicate with the Business Office regarding student charges relating to school-sponsored travel, lost room keys, or combination locks.
  • Proofread Deans/Director letters, End of Year advisor letters, and other communications and assists with the creation of the SMMessenger and Food for Thought dining hall table tops.
  • Organizer of emergency Go Bag!


PARENT SUPPORT

  • Provide informational support to parent questions regarding schedule, school expectations, special events.
  • Provide directional support to parents in all areas of school life.
  • Special permission requests - a conduit to Dean with requests and permissions.


FACULTY SUPPORT

  • With the Dean of Student Engagement assist with providing house evening duty schedule to faculty, making regular updates as needed.
  • Make available student information, including attendance reports, as needed/ requested.
  • Support Advisee spending database – tracking budgeted allowance.
  • Update Blackbaud/Orah databases with parent address/contact information.

SCHOOL SUPPORT

● RAVE Emergency System communicator and backup.

● Front Desk and Loading Dock back up for security entrance when Front Desk is unavailable

● Front Desk phone support when Front Desk is unavailable


QUALIFICATIONS

● Bachelor’s degree

● Information management & database knowledge and skills

● Proficiency with Google Drive, Sheets, Forms and Calendar

● Proficiency with survey tools

● Ability to communicate effectively with diverse stakeholders

● Budget, organizational and management skills

● The ability to effectively present information orally and in writing

● Experience handling confidential and sensitive matters with discretion

● Experience in an academic environment preferred

● Ability to work effectively with all members of the community

● The ability to initiate, anticipate and coordinate as necessary in order to ensure that all deans’ office duties expected by the internal and external community are carried out in a best-in-class manner

PHYSICAL EXPECTATIONS

● Ability to work at a computer for extended periods of time
● Ability to move about campus in all types of weather

St. Mark's School

Address

Southborough, MA
USA

Industry

Business

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