Project Purpose
I work as the registrar and scheduler for a small private Catholic school in Southern Oregon. I love my job and I feel lucky to do the work I do. The tasks I perform were originally two separate positions that we have combined as one in order to expand our college counseling department. I have been able to make this position my own. I schedule about 520 students ranging from 5th-12th grade as well as the faculty and the physical buildings. I also handle all of the records for our students from the moment they enter our school as well as assist our college counseling department as our students go through the college application process. At this point there is no manual for all that I do. There are no guidelines and instructions. This has worried me. For this project I compiled a full-scale manual for my position. This project comes as I look down the road 5-10 years when I decide to retire. I want whoever takes over my post to be set up for success. If anyone has to jump in and do my job they will have the resources to do so. I have published and made this document public. This project also helped the heads of school understand the breadth of the work I do.
Project
https://docs.google.com/document/d/13HrCxrY7o0WjqKn0nhUjoMTLLoxe73arZovZ78DLlHo/edit?usp=sharing
Challenges of Project
In a nutshell I am a department of one. I had to really think through all that I do. As was stated on the Project Purpose there is no other manual to work off of. My mentor was helpful in giving me suggestions since I work with her closely, but in the end it rests on me to share the processes I go by throughout the year.
Project Processes
I first looked back at the school calendar for a view of what I had done throughout the previous year. I keep a daily checklist and log of what I do. That was an invaluable resource of the tasks I complete and when I complete them. From there I created an outline of the big tasks with important bullet points to consider. I then went point by point and filled in all of the pertinent information. If graphics were needed I would add them as well.
Experience Overview
I have enjoyed systematically going through the layers of my job. This has also given me the opportunity to see where I can refine processes that I work through. Spending time on a project that is needed and will be used in the future and not futile has been gratifying.
Final Takeaway
This has been a rewarding and useful project. It will continue to be helpful for me as a reminder of what needs to be completed as well a great resource for the future scheduler and registrar. This project has also given others the inspiration to create a similar document for their specific jobs.