Academic Operations Manager/Student Registrar (HS)

Academic Operations Manager/Student Registrar (HS)

2024 - 2025 School Year 

Coney Island Preparatory Public Charter School

Brooklyn, New York

What is the Role?

As an Academic Operations Manager/Student Registrar (HS) in 11th - 12th Grade, your investment in student and teacher success drives your motivation. You’re able to partner with educators to interpret academic data, you build systems for yourself and fellow staff, and you’re poised to tackle tech issues from Chromebooks to classroom projectors to PowerSchool Scheduler. Playing with data and numbers is fun, and you understand the impact of data assessments and how they relate to scholar academic achievement, specifically high school graduation. You’re consistently curious about how your work supports the classroom and school leadership priorities, and it’s not uncommon for you to celebrate your successes while also identifying areas for improving your approach.

The Academic Operations Manager/Student Registrar (HS) 11th - 12th Grade will work alongside the Academic Operations Manager 9th - 10th Grade, and will be hired by and report to the Director of Operations. 

What You’ll Be Asked To Do

Scheduling and Transcripts

• Create and manage the academic schedule, ensuring that classes, teachers, and students are efficiently and effectively allocated to optimize learning outcomes 
• Utilize scheduling software or tools to create, maintain, and update the school's schedule 
• Lead weekly scheduling committee meetings and own the scheduling project plan
• Maintain accurate records of course offerings, prerequisites, and enrollment limits 
• Address scheduling conflicts, accommodate special requests, and ensure equitable distribution of classes; evaluate the impact of requested changes on the overall schedule and make adjustments as needed
• Ensure that all staff members have access to necessary scheduling information and resources
• Regularly update and maintain student transcripts, report cards, and progress reports for grade band
• Collaborate with Vice Principals and Dean of Special Education to establish course prerequisites and ensure all IEP scheduling mandates are met

Credit Accumulation

• Monitor and provide reports to various school leaders on student academic progress, promotion standards, and graduation requirements
• Attend leadership team meetings where academic progress monitoring is being discussed and provide input; use context to inform schedule build and data analysis
• Ensure student schedules put students on track to graduate with requirements for an Advanced Regents Diploma within four years 
• Execute the steps necessary to ensure proper student enrollment in National Education Equity Lab, NCAA, CUNY CollegeNow, and other college credit education programs

Data Management and Academic Support

• Oversee creation and distribution of all student, parent and staff-facing academic reports 
• Collaborate with and create weekly analytical reports for Principals, Vice Principals, Deans of Students, the Director of Data and other staff around academic and behavioral data
• Create ad hoc academic reports and/or data to support the Leadership Team
• Support the academic program by analyzing curriculum purchasing needs and ordering as necessary
• Maintain and update student transcripts, ensuring accuracy and completeness of all academic records. Including verifying and correcting discrepancies in student records as needed.
• Process requests for transcripts from current students, alumni, and external institutions.
• Ensure the secure storage and confidentiality of all transcript data in accordance with school policies.

High Stakes Testings and Compliance

• Help create testing schedules both for traditional and altered school days
• Serve as the on-site testing coordinator for all high-stakes testing
• Coordinate, administer and ensure compliance of all internal and external testing - with a focus on grades 11 and 12
• Support with training staff on testing policies and procedures
• Read, internalize, turnkey, and ensure adherence to administration manuals for all high-stakes testing

Student and Staff Technology

• Oversee all student information systems to ensure academic school data is current and accurate
• Train and support all staff in using student information systems to make their work better and easier
• Maintain student technology hardware and sign-out systems to ensure all staff have easy access to iPads, Chromebooks, etc. when needed
• Maintain classroom and shared-space technology (projectors, copiers, etc.) to make teaching better and easier for all staff
• Serve as the primary point of contact for staff and student technology support, maintenance, and troubleshooting

Operational Support

• Contribute to creating a welcome main office environment for families by providing top notch customer service
• Respond urgently and in-the-moment to support academic programming and student needs 
• Help execute whole-school systems including arrival, lunch, dismissal, and transportation (specific duties will vary by campus) 
• Assist teammates in planning and executing all student and family events, including family conferences, field trips, high-stakes testing etc.
• Support with all scholar health needs
• Manage school calendars
• Flexibility to work evenings and weekends as needed
• Additional support at the request of the Director of Operations

 What You’ll Need

• Strong experience with Excel and PowerSchool, including PowerScheduler
• Passion for education and a dedication to Coney Island Prep’s mission, beliefs, and values and its commitment to anti-racism  
• Steadfast belief that all students can achieve at the highest academic levels and deserve an opportunity to succeed in the college and career of their choice
• Proven organizational, oral, and written communication skills; timeliness; accuracy; and consistent and regular communication; and ability to meet deadlines
• Self-reflective and open to frequent feedback, with the ambition and desire to grow and develop; desire to develop as a leader
• A positive, solutions-oriented attitude and drive for excellence
• Professional demeanor and interpersonal skills to foster relationships with vendors, staff, scholars and their families while demonstrating value towards diversity and inclusivity
• Cultural competencies to work in low-income communities and a willingness to examine your beliefs and biases across lines of difference
• Flexibility and open to being interrupted and getting back on task in a highly reactive role
• Ability to prioritize appropriately, with a demonstrated ability to distinguish between the urgent and the important
• Attention to detail
• Eagerness to work collaboratively as part of a team 
• Ability to take on physical tasks such as moving boxes, packages, and rearranging furniture 
• Analytical skills for reporting on academic data to support school leaders in making programmatic decisions
• At least 2 years of operational/analytic work experience in a fast-paced work environment; charter school experience a plus
• Bachelor’s degree required
• Spanish, Cantonese, or Russian proficiency a plus

Who are we?

Coney Island Prep is a college preparatory public charter school in Brooklyn, New York. Merging growth, performance, and commitment, the Coney Island Prep community takes its responsibility to prepare scholars for the college and career of their choice very seriously, but not ourselves. We balance our sense of ownership and responsibility with humility and levity and support each other every step of the way. Coney Island Prep currently serves over 1,300 scholars across its four schools, including:

• 312 scholars in kindergarten – second grade at the lower elementary school
• 336 scholars in third – fifth grade at the upper elementary school
• 348 scholars in sixth – eighth grades at the middle school
• 349 scholars in ninth-twelfth grade at the high school

Commitment to Anti-racism, Diversity, Equity, Inclusion, and Justice

Coney Island Prep is committed to building a team that collectively reflects the various backgrounds, experiences, and identities of our scholars. We recognize and respond to different points of access, so that everyone maximizes their highest potential. We also recognize that because of institutionalized racism and systemic oppression, historically marginalized groups are at a disadvantage when it comes to most application and hiring processes. We want to ensure that all candidates, regardless of their identity, are able to demonstrate their qualifications and are not limited by a lack of opportunity or access. We are committed to creating a space where everyone’s identity is acknowledged, respected, and welcomed. We are intentional about creating an environment where people feel comfortable being their authentic selves at work by constantly examining our organization culture and challenging our traditions.

Benefits and Compensation

• Employees at Coney Island Prep are provided with salaries that are highly competitive, set through a lens of equity, and based on an individual’s skills and experiences relevant to the role. The salary range for this role is $80,000 - 85,000.
• As a regular full time employee of Coney Island Prep, you will be eligible for benefits that include medical, dental, vision, and life insurance as well as a 403(b) retirement benefit package with match and Paid Family Leave.
• Staff are provided with a MacBook Air and access to all the necessary technology and resources needed to succeed in their role.

Are you “All In?” This position starts October 1, 2024. 

Coney Island Preparatory Public Charter School is an equal opportunity employer and does not discriminate on the basis of race, religion, color, age, sex, sexual orientation, marital or familial status, national origin, citizenship or disability. We want Coney Island Prep to be a place where students and staff of all backgrounds, experiences, and identities feel as though they are valued and can excel.