Academic Coordinator and Registrar

Academic Coordinator and Registrar

Westover School | Middlebury, CT

Reports to: Associate Head of School and Director of the Teaching and Learning Center for Academic Engagement

Position Overview:

The Academic Coordinator and Registrar serves as a key support to the Associate Head of School, providing direct administrative and logistical assistance in overseeing academic operations, faculty coordination, and student records management. This individual will play a critical role in ensuring the smooth execution of academic programming, maintaining accurate student records, and facilitating communication across departments.

In addition to serving as the school’s Registrar, this person will also take on key academic coordination tasks, including managing faculty materials, assisting with major school-wide events, and ensuring seamless day-to-day operations. The ideal candidate will be highly organized, detail-oriented, and proactive, with the ability to anticipate the needs of the Associate Head of School and provide hands-on support as they navigate the school’s academic and administrative functions.

Key Responsibilities:

Direct Support to the Associate Head of School

Provide daily administrative and organizational support to the Associate Head of School, assisting with scheduling, communications, and project management.

Assist in faculty coordination, ensuring clear communication between academic leadership and faculty.

Manage correspondence, reports, and presentations, ensuring timely and professional communication within the academic office.

Support strategic initiatives by tracking deadlines, compiling data, and preparing relevant materials for meetings and board reports.

Serve as a point of contact for faculty and staff, helping to streamline requests and maintain the efficiency of academic operations.

Registrar Duties (Student Records & Course Management)

Maintain and update student records, ensuring accuracy in personal, academic, and enrollment data.

Support course registration and AP testing, assisting students with course selection and ensuring compliance with academic policies regarding AP Testing.

Prepare and distribute official transcripts, verifying academic histories and maintaining detailed student records.

Ensure compliance with educational regulations and reporting standards, compiling data for internal and external stakeholders.

Assist in academic scheduling, working closely with faculty and administration to ensure students are placed in appropriate courses.

Academic Coordination & Faculty Support

Oversee academic supply ordering for the faculty lounge and academic departments, ensuring needed materials are stocked and accessible.

Event Planning & Community Engagement

Collaborate closely with the Executive Assistant to the Head of School to support major academic events, including:

Fall Family Weekend

Graduation & Commencement Activities

Board Meetings and Academic Reports

Ensure that academic event logistics are carefully planned and executed, supporting both student and faculty engagement.

Work with faculty and administration to coordinate community-wide academic programs and presentations.

Qualifications & Key Competencies:

Educational Background: Bachelor’s degree in Education, Administration, or a related field; Master’s degree preferred.

Experience: Prior experience in academic administration, registrar duties, or educational coordination, preferably within an independent or boarding school setting.

Technical Proficiency: Familiarity with student information systems, academic scheduling software, and standard office applications.

Communication Skills: Excellent verbal and written communication abilities, with a focus on clarity, accuracy, and professionalism.

Organizational Skills: Demonstrated ability to manage multiple tasks simultaneously, with strong attention to detail and problem-solving capabilities.

Interpersonal Skills: A collaborative mindset with the ability to work effectively with faculty, students, families, and external stakeholders.

Proactive Approach: Ability to anticipate needs, identify areas for improvement, and take initiative in streamlining academic processes.

Westover School Mission

Westover School is dedicated to empowering young women in a supportive and academically challenging environment. The Academic Coordinator and Registrar plays a vital role in ensuring seamless academic operations, supporting both students and faculty, and providing direct administrative leadership and personal assistance to the Associate Head of School.

If you are passionate about academic operations, faculty engagement, and student support, we invite you to apply and contribute to the dynamic Westover academic team.

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.