Upper School Registrar

AMERICAN LEARNING•Delray Beach, FL

2d•Onsite

About The Position

A school registrar plays a crucial role in managing a wide range of responsibilities related to student academic records in partnership with the Academic/College Advisors. This position involves maintaining accurate student records and ensuring compliance with relevant regulations. The registrar coordinates gathering, inputting, updating, and sending student records as directed by their supervisor and FERPA guidelines.

Requirements

2+ years of proven experience in a registrar’s office, admissions, or a records management role within an educational setting or a Bachelor’s degree from an accredited institution with coursework in the appropriate field
Strong communication and Customer Service skills
Detail-oriented
Proficiency in database management
Knowledge of academic policies
Data entry expertise
Candidate should be able to handle seasonal workflow as the school year progresses - different tasks during different times of the year
Ability to maintain sensitivity and confidentiality
Effective interpersonal and communication skills (oral and written)
Ability to adapt to and be a champion of change for the good of the organization
Organizational skills, including managing time effectively
Ability to utilize various software and hardware including but not limited to College & Career Readiness programs, calendar and scheduling tools, word processing, etc.
Ability to perform meticulous data entry and verification to maintain the integrity of student GPAs and permanent records.
Proven ability to manage high volumes of requests simultaneously, especially during peak periods (August–September and end-of-term).
Strong professional correspondence skills for interacting with parents, alumni, and other educational institutions.
Adaptability: Ability to learn and transition between different software platforms and implement new district-wide standards.
Strong follow-up skills to ensure the receipt of records from external sources.
Ability to identify process bottlenecks and suggest streamlined solutions for record-sharing and data entry.

Nice To Haves

Prior experience with Student Information Systems and transcript processing software (specifically Parchment, Naviance, SCOIR) is highly desirable.
Demonstrated experience handling sensitive student data and navigating the complexities of domestic and international grading scales and curricula.

Responsibilities

Transcript Management: Create, manage, and process student transcripts; handle initial uploads to college readiness software (Naviance or SCOIR) and coordinate international transcript evaluations.
Serve as the primary point of contact for all record and transcript requests; manage the transition from Google Forms to the Parchment platform to streamline fulfillment for current families and alumni.
Transcript Integrity: Maintain the official records for every upper school student’s academic history.
Assist advisors in verifying credits earned through external programs (e.g., Florida Virtual School) and provide oversight for advisor-led transcript uploads.
Accurately enter and verify transfer credit data into SIS to ensure accuracy and prevent credit errors.
Managing the digitization and secure storage of records for withdrawn students and alumni.
Accurately maintains, updates, and secures student permanent records and transcripts.
Manage the collection of transcripts from previous schools, including persistent follow-up with non-responsive institutions to ensure all records are finalized by set timeline.
Working with alternate campus counterparts to ensure both campuses match in topics such as processing transcript requests, timing of record collection, etc.
Manage transcript preparation for athletic recruitment eligibility centers through established digital platforms.
Acts as Advising Office liaison between parents, staff, and administration regarding student records
Support the Lower School Office in transitioning files upon the end of the school year to the Upper School
FERPA Compliance: Serving as the primary point of contact for all records requests to ensure no private data is released without legal authorization.
Attends SIS monthly meetings or as directed by the Executive Director of Innovation Technology (SIS Team)
Tasks as requested under the Executive Director of Innovation Technology (SIS Team)
Work closely with the Admissions Office, Advisor/Counselors, and the Executive Director of Innovation to standardize procedures across the district.
Maintain student files and records; document all pertinent student information; update student information system regarding changes to student status.
Respond to third-party requests for education and graduation verification.
Backup for Upper School Office (answering phones, helping parents, covering office staff for vacation and/or personal days)
Complete tasks as directed by supervisor(s) as needed to enhance the workflow of the school
Coordinate that “Records Request" links are updated, prominent and accessible for external stakeholders.

Benefits

100% free tuition for all employees’ eligible children
50% discount for Summer Education for employees’ eligible children
Free Summer Day Camp for employees’ eligible children while working over the summer.
Free early care & after-care for employees’ eligible children while working
Yearly bonuses
401K with partial employer match after a year of employment
Health, Dental, and Vision insurance
Supplemental Insurance plans are available
Pet Insurance options
Short-term & Long-term Disability options
Life Insurance at no cost to the employee
Affordable Company housing when available