The mission of the Registrar/COVID Coordinator is the collection and maintenance of the school’s student records, including enrollment records and applications, and ensuring that all files are in compliance with local, state, and federal requirements. Furthermore, this position will be responsible for coordinating the school’s COVID-19 efforts on testing, data collection and dissemination to appropriate parties and governmental authorities, record-keeping, information gathering and more as it pertains to students and families during the pandemic.
The Registrar/COVID Coordinator is part of the administrative team and serves the school through the following duties and responsibilities, which include but are not limited to the following:
Registrar:
- Create, update and retain all electronic and hard copy student files according to WWS' file retention and storage policies
- Point person for all student records/transcript requests (includes high school application process for Graduating 8th Graders). Provide records within Westside Waldorf School’s policy
- Work closely with Early Childhood Center Director and ensure that the Waldorf Early Childhood Center has a copy of the student enrollment file for each student attending at that location
- Request, maintain and follow up on immunization records for all enrolled students
- Stay informed about changes to immunization requirements and update parent communications and student records accordingly
- Be a resource for the school on topics related to immunization requirements, preschool licensing requirements pertaining to student records and accrediting agency document retention best practices
- Be prepared to assist the Early Childhood Director in responding to auditors from preschool licensing and State Department of Health regarding immunizations
- File required Immunization reports with the Department of Health annually for both campuses. Track/report communicable diseases as required by the Department of Health/ Disease Control
- Ensure all records, databases, and files are held confidentially, are current, and are professionally organized for ease of access, accuracy, and business continuity
COVID Coordination and Administration:
- Advise administration team of best practices related to COVID-19 prevention
- Provide reports to admin regarding concerns, violations, and compliance
- Attend and report updates from weekly LADPH TK-12 and ECE Telebriefings
- Update and review COVID-19 protocols and templates for EC and Grades 1-8 on shared folder
- Daily monitoring of data portal, including review of test results 24-48 hours after test collection for each campus, daily health attestation forms for students, collection and tracking of weekly student testing on shared spreadsheet
- Notify the School Leadership of any positive cases
- Support School Leadership in contact tracing efforts
- Support with the information needed to report to the local county health department
COVID-19 Testing & Logistics:
- Effectively communicate with each school campus’ leadership, operations staff, and classroom teachers to organize and facilitate on-site COVID-19 testing of students and staff
- Set up and maintain testing station at the school campus, including tracking testing supplies and inventory, ordering new test kits, and clearly labeling and prepping test kits for use
- Supervise all on-site COVID-19 testing, which includes directing groups of students and staff through the steps to self-administer the test and seal their sample, while following standard safety precautions (e.g., wear appropriate PPE like face mask and gloves)
- Collect test samples, scan them into the data system, safely package them for transport, and coordinate shipment to the state lab for processing, including meeting clear deadlines for shipping test samples
- Update and maintain the online testing platform, including verifying patient information and checking in patients for testing
Other Areas of Work:
- Participate in department and administrative meetings as needed
- Other duties as assigned by Administrative Leadership
Our main campus is nestled between the Santa Monica Mountains and the Pacific Ocean in the Pacific Palisades and our Early Childhood Center is located on a quiet neighborhood street in Santa Monica. Our school enjoys not only healthy enrollment, but also a diverse community made up of families and experienced teachers and staff members, with a broad array of life experiences and geographic, ethnic and cultural backgrounds. Our graduates successfully transfer to a wide variety of both local and out of area high schools. Westside Waldorf students experience a rich program which includes Eurythmy, Spanish, Mandarin, Handwork, Woodwork, Instrumental and Choral Music, Games, a Middle School Math track and Gardening classes. We also provide After-School Sports and an Enriched Aftercare Program.
Westside Waldorf School holds AWSNA Accreditation and has been a full member with WECAN since 2009.
REQUIREMENTS:
High school diploma
Prior independent school experience working in admissions or in a registrar function 5+ years of work experience in an office environment
Experience working with databases; Microsoft Office Suite; and Student Information Systems Proficient in Microsoft Office suite
Able to work independently and be a self-starter
Willingness to learn about Waldorf Education or familiarity with Waldorf Education is a plus
ACCOUNTABILITY
This position is supported by and reports to the Director of Admissions and the Operations Manager
BENEFITS
Competitive hourly compensation. 403b with matching.
Please send your resume via email with a cover letter and professional references to employment@wswaldorf.org
Westside Waldorf School is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, national origin , ancestry, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, sexual orientation, military and veteran status, denial of family and medical care leave , or any other characteristic protected by federal, state or local law. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.
