Academic Services Coordinator

JOB ANNOUNCEMENT: Academic Services Coordinator

EMPLOYEE STATUS: 100% FTE; Non-Exempt, Full-Year

REPORTS TO: Dean of Academics and Innovation

WORK SCHEDULE: Monday-Friday, 8:00 AM- 5:00 PM with the ability to work occasional evening/weekend hours depending on events

START DATE: August 1, 2023

SALARY RANGE: $33.65- $40.78/hour

Located in the Presidio of San Francisco, The Bay School is an independent, college-preparatory high school committed to equity and belonging within Bay and beyond. The school seeks to provide its students with a challenging, innovative curriculum and a collaborative, supportive community. Our staff and faculty members (“Staffulty”) foster and model curiosity, critical thinking, intentionality, open dialogue, and good humor. Bay students have been described as engaged and thoughtful self-advocates who value community and courage. Please visit our precepts and academics pages to learn more about our school.

The Bay School considers all qualified applicants for employment and does not discriminate on the basis of race, color, religion, identity, national origin, ancestry, age, sexual orientation, gender identity, gender expression (SOGIE), ability, or any other characteristic protected by law. We are committed to having a staffulty and student body that reflect the diversity of the Bay Area. We strongly encourage those with a demonstrated dedication to social justice, collaboration, innovation, and student-centered education to apply. We encourage BIPOC candidates to apply.

The Bay School conducts school in person. All Bay School employees must be fully vaccinated against COVID-19 with an approved vaccine prior to starting work unless exempted from immunization in accordance with the law, and provide documentation confirming such immunization and/or exemption.

We do not sponsor work visas.

Job Description

A member of the Academic Office headed by the Dean of Academics and Innovation (DAI), the Academic Services Coordinator (ASC) helps to support Bay’s academic program through planning, logistics, internal and external communication, and data systems management. The ASC is supervised by the Dean of Academics and Innovation and works closely with the Registrar to plan for, advise, and organize the course selection process and build the master schedule. In addition, the ASC is the key point person for organizing logistics of school-wide and grade level academic events like Back to School Night, October Conferences, and Spring Placement Testing. The ASC is the primary coordinator of logistics for Bay’s Immersive program (that happens twice a year) collaborating closely with the teachers, registrar and DAI in this work. The ASC has a close working relationship with the Registrar, the Student Life Office, and the College Counseling department. This job is open to both internal and external candidates. The ASC will also serve an advisor for a group of 8-10 students. Additional opportunities to work with students in the form of clubs or afterschool activities are encouraged.

Required Qualifications

EXPERIENCE: Minimum two years working in an educational setting.

COMPUTER SKILLS: Working knowledge of Google Suite, particularly the ability to manipulate and organize data in Google Sheets and utilize add-on tools; Microsoft Office, Excel, and preferably familiarity with mail merge.

OTHER REQUIREMENTS: Live Scan fingerprinting, TB risk assessment, first aid/CPR training, mandated reporter training, harassment training, COVID-19 vaccination including all relevant boosters, and the ability to work occasional extended weekday hours, some nights and some weekends as dictated by the event schedule.

Major Responsibilities

ACADEMIC PROGRAM

● Collaborates with Registrar on the full school schedule of classes and student placement in those classes;

● Plans and implements Academic Office events such as Back To School Night (September), October Conferences for freshmen and transfer students, and placement testing for incoming students (April);

● Serves as point person for managing the UC course approval process for all new courses (Immersive and semester).

ACADEMIC ADVISING

● Works with DAI, Student Life Office, and College Counseling to review advising process and update training for advisors around course selection process for students;

● With DAI and Registrar, trains advisors on their role in academic advising;

● Works with Registrar to devise systems for student course planning and enrollment;

● Reviews student course requests in course selection process to ensure each student will meet graduation requirements;

● Supports families in finding remediation and enrichment opportunities away from Bay.

IMMERSIVE SUPPORT

● Provides logistical support for the Immersive terms including travel planning, transportation, facilities needs, and assigning support people for courses;

● Identifies possible Immersive partners;

● Attends pre and post Immersive course team meetings to better understand, plan, and support Immersives;

● Supports Exhibition planning and execution (e.g. building schedule, creating print materials, organizing logistics of the day).

Required Professional Qualities/Abilities

● Familiarity with high school academic and student life programs;

● Ability to be on campus from 8 am-5 pm on workdays;

● Ability to work some nights and weekends to support academic program events;

● Ability to manage details and logistics around multiple projects simultaneously;

● Ability to manage travel and other logistical needs of Immersive courses;

● Ability to plan, coordinate, and implement school-wide and grade level events;

● Willingness to address a variety of constituents’ needs and questions.

Physical Requirements

● Ability to lift and carry 40 pounds;

● Ability to sit/stand for long periods of time;

● High frequency of viewing a computer monitor.

The Ideal Candidate

● Finds resonance with The Bay School’s mission, philosophy, and precepts;

● Dedicates themselves to anti-bias and equity work and understands the social justice dimensions of education;

● Commits to ongoing professional growth;

● Welcomes and learns from feedback;

● Enjoys being in a high school community;

● Values mindfulness as a practice;

● Has familiarity with The Bay School’s academic program, philosophy, and school culture;

● Is highly organized, detail-oriented, has the ability to manage multiple projects, and communicates effectively with a variety of people;

● Enjoys collaborative work with a variety of adult and student constituents;

● Values both collegial collaboration and feedback as a means to improve their work and the systems with which they work.

● Has a clear and valid driver’s license

Work Environment

● The ASC shares an office with the Registrar and the DAI’s office is in an adjoining space.

● The Bay School campus has three separate buildings that are across the street from each other. Classrooms and offices are spread throughout all three buildings and the work of this department requires frequent movement around campus during events. All buildings are ADA-compliant.

● The noise level in the work environment is moderate to loud during school hours and usually quiet outside of school hours.

● The Bay School lunch service is provided by Acre Gourmet and is available to all employees and subsidized by the school. Staffulty eat lunch in shared dining room spaces with students, in their offices, or in the Staffulty lounge on the fourth floor.

If interested in the position, please review our website (www.bayschoolsf.org) to learn more about The Bay School, our curriculum, and our community. Email all of the items below to: jobs@bayschoolsf.org, subject line: ASC 23-24. Applications will be considered on a rolling basis until the position is filled.

Incomplete applications will not be considered.

● Cover letter describing your interest in the position as well as how you anticipate contributing to The Bay School.

● Resume/C.V.

● A list of references—minimum of 3, including a current supervisor.