Job Details

Description

REPORTS TO: Administrative Manager of the Dean of Students Office

SCHEDULE: 37.5 hours/week, academic year schedule, Monday – Friday, 8:30am – 5:00pm, 2-3 Saturdays per term 8:00am - 12:00pm. Schedule may vary according to departmental and Academy needs.

Pay Group

Type

Status

Fiscal Year Weeks

Class

Department

Location

BiWkly (Hourly)

Regular

Three-Quarter (Benefited)

Academic year (40weeks)

Staff

Dean of Students

On-Campus

Position Purpose

Work directly with students to help support their understanding of attendance requirements. Responsible for attendance record keeping and reporting, and for providing administrative support to the Deans, the Administrative Manager and the office. Requires knowledge and interpretation of Academy policy regarding student academic and residential life.

Job Responsibilities

Attendance

Manage and maintain attendance data, including determination of weekly Attendance Meeting schedule (with the dean of student health and wellness) and restriction dates each term.
Manually enter absences and excuses for other offices and from approved petitions as well as for students excused in writing by their teachers.
Issue email and written correspondence regarding unexcused absences, restrictions, relief of restrictions, requirement to attend Attendance Committee meetings, etc. to students, parents, advisers and dorm faculty.
Produce Attendance Committee Report, other attendance reports, and correspondence related to attendance issues, post attendance reports on Academy intranet.
Coordinate Assembly attendance process, including entering and maintaining data.
Work directly with the Chair of the Attendance Committee, faculty and advisers on attendance issues and decisions.
Maintain the attendance database to access data and provide statistics.
Work with the Administrative Manager to develop new reporting vehicles and provide enhanced reporting.
Develop and maintain documentation for processes and procedures of Attendance Specialist role
Maintain student and associated data in the student information system database, including relationships, addresses, student hiatus and withdrawal information.
Generate Transcripts & Certificates of attendance as needed

Administrative Support

Work independently to provide information on all aspects of Academy life and answer questions from students, parents, faculty and academic and administrative offices, or direct inquiries to appropriate Dean’s Office staff.
Handle phone inquiries, obtain additional information, when necessary, determine which inquiries are best answered by people in other departments, and direct accordingly.
Greet visitors and respond in person on routine matters.
Follow-up on errors generated from sending email messages to parents; track down accurate email addresses and enter them into the database. Enter corrected cell phone numbers for students and parents from dorm and day student lists into the database.
Provide transcripts and attendance history sheets for deans and other faculty; generate other academic records as necessary.
Provide general office support for the Deans and Administrative Manager.
Perform routine office duties including filing, archiving, proofing, copying, faxing and support of other staff.
Use the Colleague database for data entry, inquiry, correspondence and reporting.
Assist with Orah (student permissions) processing when necessary.
Provide back-up for Administrative Assistant for discipline cases and dean’s notices.

Knowledge, Skills and Competencies

Respect for diversity of identities and experiences, an orientation toward equity and inclusion, and cultural competency in all aspects of Academy life.
Strong interpersonal skills with ability to develop and maintain collegial relationships.
Excellent communication (written and verbal) skills.
Demonstrated ability to work with students by building trust and credibility.
Excellent analytical and problem-solving skills as well as a strong customer focus.
A strict adherence to confidential policies is required.
Ability to work independently and handle multiple priorities and deadlines simultaneously.
Proficient in MS Office.
Willingness and ability to learn additional applications as needed.
High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
Ability to follow verbal and written directions; always maintain a professional demeanor and restraint, including stressful situations.

Direct/Indirect Reports

None.

Position Requirements

Education

College degree or equivalent experience required.

Experience

Minimum 5 years’ related experience working in an office environment.
Experience working with adolescents in an educational setting preferred
Familiarity with Blackbaud Education Management student information system

Additional Requirements

Successfully complete a criminal background check (reviewed every 5 years).

Phillips Exeter Academy

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Attendance Specialist