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Academic Program Manager

Saugerties, NY 12477

Posted: 05/30/23 Employment Type: Permanent Job Number: 15459

Job Description

Title: Academic Program Manager
Reports to: Director of Education and Learning
Start Date: Summer 2023

The Academic Program Manager (“APM”) manages a wide range of aspects of
the daily and annual academic program for students, faculty, and administrators
at our clients. The APM is directly supervised by the Director of Education and works
closely and collaboratively with all members of the administrative leadership and
with faculty. The APM is responsible for managing scheduling, conducting
registrar functions, and providing general management and administrative
support to the academic program. The APM is a member of the Academic
Leadership Team and Operations Team. Ideal candidates are excited about
working in a school community that values progressive education and have
demonstrated an interest in addressing issues of diversity, equity, and inclusion
within and outside the classroom.
Key Responsibilities
? Manage and maintain the Nursery School through Grade 12 schedule
in the school’s Student Management System throughout the year.
Tasks associated with this responsibility include but are not limited
? Creating courses/classes;
? Setting-up the grading processes and quarterly and semester
reports, including qualitative and/or quantitative data;
? Scheduling all students and addressing any conflicts;
? Creating and scheduling faculty teaching periods and duties (lunch
duty, bus duty, parking lot duty, study halls/language labs, academic
support periods, special programs, etc.);
? Creating, adjusting, and disseminating to faculty and staff a two-hour
delay schedule for all grades;
? Scheduling specials, electives, survey students, and assigning
? Maintaining a comprehensive calendar of all school events, activities,
programs, and field trips;
? Coordinating with faculty at intervals throughout the year to ensure that all
class lists are correct and up to date;
? Managing the scheduling and sign-ups for Parent Teacher
? Creating and disseminating the schedule for curriculum nights to
both faculty and parents;
? Assisting the Dean of Students in scheduling student clubs;
? Adjusting the schedule survey in coordination with the Dean of
Students and the Upper School Student Council. Reviewing all
surveys with the Dean of Students to incorporate changes into the
upcoming school schedule;
? Printing and sorting all Middle and Upper School student schedules
by advisor to be handed to students as needed throughout the year
? Scheduling Academic Leadership Team and Child Study Team
meetings, faculty, meetings, and set-up and clean-up weeks; and
? Other scheduling responsibilities and tasks, as assigned.
? Serve as the school’s registrar by completing transcript requests,
checking current/new student transcripts, credits and classes, and
keeping track of each students’ graduation requirements. Tasks
associated with this responsibility include but are not limited to:
? Working with the Director of Admissions and Outreach and the
Director of Education and Learning to follow up as needed with
schools to ensure that students’ transfer credits are aligned with
WDS graduation requirements;
? Entering all data for new students into the Student Management
? Working with the Director of Education and Learning if a new or
enrolled student is in need of additional credits in order to complete
our client graduation requirements;
? Reviewing all outgoing transcripts and working to adjust as needed,
ensuring all classes and credits are represented;
? Following up with the Director of Education and Learning on any
residual incompletes for Middle or Upper School students throughout
each quarter/semester; and
? Other registrar responsibilities and tasks, as assigned.
? Manage a wide variety of administrative, logistical, and technological needs
of the academic program. Tasks associated with this responsibility include
but are not limited to:
? Conducting radio-check in each morning;
? Setting up and maintaining attendance, progress monitoring, and qualitative
and quantitative reports in the Student Management System;
? Attending and taking notes at all Academic Leadership Team and faculty
? Managing and assigning substitute coverage (both internal and external), in
collaboration with the Office Manager, Director of Education and Learning,
and Division Directors;
? Serving as an internal substitute for select classes on days with heavy
faculty absences;
? Assisting with updates to the Parent and Student Handbook, Faculty
Handbook, our clients Course Guide, academic sections of the website, and
other important school documents and resources;
? Assisting in ensuring that all academic-related resources in the faculty,
student, and parent portals are accurate and up to date;
? Design, deliver, and compile surveys evaluating the effectiveness of various
components of the educational program;
? Providing general administrative and project support to the Director of
Education and Learning and Division Directors, as needed;
? Providing coverage for the front office, as needed;
? Coordinating the hiring process for faculty, including faculty job descriptions,
resume management, scheduling interviews and demo lessons, etc.;
? Training and supporting teachers in using the faculty portal and the Student
Management System;
? Coordinating textbook and library book orders with the New York State Loan
? Oversee ongoing inventory and ordering of classroom supplies related to
education and learning;
? Assigning lockers for Middle and Upper School students; and
? Other academic program management responsibilities and tasks, as
? Bachelor's degree in education or related discipline required. Master’s degree
? Minimum of 3 years teaching experience and/or experience working in school
administration in a K-12 setting. Experience working in a private school
environment is ideal, but not required.
? Expertise and facility with technology; ability to quickly learn new applications.
Prior experience working in Veracross is ideal.
? Strong organizational and project management skills are essential. Candidates
should be detail-oriented and be able to manage complex projects on tight
? Ability to work effectively and collaboratively within a team.
? Maintain high professional standards in written and verbal communications.
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