Registrar / Assistant to the Head of School

Position: School Registrar and Assistant to the Head of School

Reports To: Business Officer

Position Status: Full Time, Exempt

Job Summary:
The School Registrar and Assistant to the Head of School is an experienced individual with a passion for education and working with faculty, students and parents, and is responsible administrative duties including management of student records, safety, transportation, supporting enrollment process, assisting the Head of School, as well as monitoring the school’s main entrance. The School Registrar and Assistant to the Head of School serves as a central point of contact for parents, faculty, and staff regarding student enrollment, attendance, and daily logistics. The position is part of the school’s Business Office. 

Key Responsibilities:

• Student Enrollment & Records Management:
• Maintain accurate and up-to-date student records, including enrollment, attendance, academic transcripts, and health information.
• Coordinate registration and enrollment processes for new and returning students.
• Work with faculty and administration to ensure the seamless integration of new students into school systems.
• Provide transcripts, letters of recommendation, test scores, cumulative records, and other exit correspondence and additional registrar information of graduating students to other schools as requested
• Assist Head of School:
• Coordinate the Head of School’s calendar, scheduling meetings, events, and appointments in alignment with school priorities and availability.
• Ensure that the Head of School’s time is efficiently allocated, assisting in the prioritization of key responsibilities.
• Communicate with internal and external stakeholders to schedule and confirm appointments.
• Work with the Head of School to coordinate communications (both written and electronic) with the Board of Trustees including preparing meeting packets and preparation.
• Coordinate with Head of School with weekly communication with staff
• Human Resources
• Maintain current and former employee records
• Monitor and revise employee handbook annually for updates
• Coordinate onboarding of new employees
• Work with Business Office on improving HR process 
• Support Enrollment Management
• Assist with welcoming admission visitors and managing the admission calendar.
• Assist with tours and student tour guides to ensure a smooth transition.
• Transportation Management:
• Maintain and update bus lists, ensuring accurate routing and communication with transportation services.
• Collaborate with the transportation department to manage student assignments to bus routes.
• Monitor and track changes in transportation needs, ensuring parents are informed of any updates.
• Schedule and manage bus schedules for local field trips
• Address any concerns with transportation vendors
• Student Drop-off & Pick-up Coordination:
• Oversee and manage student drop-off and pick-up procedures, ensuring safety and efficiency.
• Communicate regularly with parents regarding procedures and any changes in schedule or policy.
• Coordinate with staff to ensure smooth transitions during high-traffic periods.
• School Day Management:
• Monitor communication from parents either over the phone or email 
• Provide general information to parents and visitors regarding school procedures, events, and policies.
• Operate electronic entry system and assist keeping the campus secure by managing visitor protocols
• Act as safety liaison for school, scheduling drills, recording outcomes and reporting any deficiencies to Head of School.
• Participate with Business Office Team:
• Work with Business Office to assist in the coordination of all school events
• Assist in the coordination and execution of all safety drills
• Collaborate with the Business Office on initiatives and projects as needed.

Qualifications:

• Strong organizational and time-management skills.
• Ability to communicate clearly and professionally with parents, staff, and students.
• Proficiency with Microsoft office software and database systems.
• Experience with phone systems and customer service.
• Knowledge of or willingness to learn about school safety protocols, drop-off/pick-up procedures, and transportation logistics.
• Ability to maintain confidentiality and handle sensitive student information.
• Prior experience in a school registrar or administrative role is preferred.
• First Aid/CPR certification is a plus, with a willingness to be trained if necessary.

Work Environment:

• This is a full-time, twelve month position with hours from 10:00-5:30 on scheduled school days, with flexibility during summer breaks.