Upper School Course Manager

Job Level
Mid-level position
Job Category
  • Systems / Operations
Job Status
Areas of Responsibility
  • Registrar
  • Scheduling
  • Course management

Menlo School is an independent, coeducational, college preparatory school for students in grades six through twelve. Located in Atherton, California, and established in 1915, the School is accredited by the Western Association of Schools and Colleges and is a member of the National and California Associations of Independent Schools.

Menlo is dedicated to providing a challenging academic curriculum complemented by outstanding creative arts and athletic programs. The School helps students develop positive values and nurtures character development in a supportive environment that upholds the highest moral and ethical standards. Our program encourages students to reach their fullest potential and to develop the skills necessary to respond intelligently and humanely to the complexities of a diverse and increasingly interconnected world.

At Menlo School, equity, diversity, and inclusion are at the core of our organizational identity. Through our daily efforts, the School demonstrates a shared commitment to the development of all stakeholders by supporting a campus ethos where equity, diversity, and inclusion reflect the major cornerstones of our community.

The position:

Menlo School seeks a strategic, systems-oriented thinker to serve as its next Upper School Course Manager. This position is available starting in the summer of 2022, though the ability to engage in a graduated onboarding and review of the school’s processes before then would be highly desirable. 

In this full-time position, the Course Manager is responsible for the overall administration of the master calendar, course registration and change requests, and student information management and transcript reporting processes. They are also responsible for supporting the implementation of school-wide efforts to audit curriculum, approve new classes (internally and externally), and to implement innovative forms of assessment, such as mastery transcript or other portfolio-based processes. The Upper School Course Manager works closely with the Upper School Academics, College Counseling, and Academic Advising teams and reports to the Director of the Upper School.

The Upper School Course Manager will:

  • Maintain the student information system database in Veracross and follow standard practices to keep materials confidential (including student grades, biographical data, and other academic information).

  • Prepare quarterly grade reports and teacher comments; manage parent portal grade reports.

  • Support the Academic Office to audit and approve new courses within the school and to external bodies (e.g. coordinate UC & NCAA approval, design systems for transitioning away from AP courses, etc.) 

  • Work closely with the Admissions, College Counseling, Communications and Development Offices in transferring student/parent data in each phase of a student’s career.

  • Track students’ academic progress and graduation requirements. 

  • Maintain the school’s daily schedule.

  • Manage classroom placements for teaching faculty. 

  • Manage course selection and registration and course change process for new and returning students.

  • Build the master academic class schedule.

  • Manage and adjust student schedules as necessary. 

  • Evaluate academic records and ensure that each student is meeting graduation requirements.

  • Maintain academic schedules for all students and teachers in Veracross

  • Create exam and proctoring schedule.

  • Support additional academic- or tech-related projects, as needed and as the applicant’s skills and interests align.

Skills needed:

  • Highly preferred to have strong knowledge of and facility with Veracross

  • Experience with implementing innovative forms of assessment (whether portfolio- or mastery-based) and/or supporting a school through the development and/or audit of cross-departmental curricula

  • Must have strong knowledge of and facility with Google Suite and Office software products

  • Strong organizational and time management skills

  • Ability to work well under pressure and meet deadlines

  • Strong attention to detail and ability to perform tasks accurately and independently

  • Resourceful and capable of independent learning

  • A proven record of keeping sensitive information confidential and acting independently with discernment and high integrity.

  • Excellent interpersonal skills and strong customer service orientation. 

  • A willingness to rethink systems and to pilot new ones that may better serve the needs of our students, faculty, and staff

  • Open-mindedness to learning new technologies and reporting processes over time (whether Mastery Transcript or other).

An ideal candidate will also be effective and experienced at working collaboratively with both faculty and staff, students and families; making challenging decisions with integrity; and being proactive in streamlining and improving academic data management throughout the division.


Education and experience requirements:

A bachelor’s degree is required and a master’s degree or equivalent experience (ideally in Education, Educational Design, or Information Systems) is preferred. We are looking for a candidate with significant experience in a similar role, ideally at an educational institution..


We offer:

  • An exceptional work environment and caring community

  • Excellent professional development opportunities

  • Highly competitive salary

  • A comprehensive benefits package for employees and their families

  • Generous employer contributions to 403(b) retirement plan

  • Free lunch on campus when school is in session

  • On-campus child care center 

  • Many other perks and benefits

Working Environment and Physical Demands:

  • The job is performed in a generally clean and healthy environment, but there may be possible exposure to childhood diseases and illnesses

  • Exposure to heated/air conditioned and ventilated facilities with average interior dust with occasional exposure to outdoor elements

  • Exposure to a normal school environment that is usually quiet but sometimes noisy

  • The physical demands described here are representative of those that must be met by a school employee to successfully perform the essential responsibilities and functions

Reasonable accommodation may be requested to enable individuals to perform the essential responsibilities of the job:

  • Ability to sit, stand, move, communicate, manipulate art tools, speak, hear and read during the course of normal activities

  • Able to use computers and other tools

  • Able to move items weighing up to 10 pounds

  • Ability to think and concentrate for sustained periods of time


Menlo School is an Equal Opportunity Employer


How to Apply