Registrar & Database Manager

SUMMARY: 

Responsible for organizing and managing all activities related to student record keeping, including registration, enrollments, and file management, while also serving as the primary administrator for the school’s various database platforms. This role bridges academic administration with technical data management, overseeing the student lifecycle from enrollment and scheduling to institutional data integrity. Additionally, this position is responsible for managing and coordinating the High School Application process with the High School Mentor, Director of Middle School, Head of School, and 8th-grade families.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Database Administration & Systems Leadership

• Lead the internal Database User Group for platform alignment and efficiency. 
• Act as the primary Platform Manager in Blackbaud Core, managing IDs, user roles, access control, and troubleshooting login issues. 
• Conduct the annual master rollover and yearly data setup, including constituent contact updates, auditing for errors, and merging duplicate users. 
• Manage data syncing and integration mapping between Blackbaud and third-party applications (Clever, Pick-a-time, Magnus Health, Apple School Manager, FinalSite Connect). 
• Oversee Schoology (LMS) by importing academic data, managing user accounts/relationships, and running semi-weekly grade exports. 
• Develop and manage systems to verify student race/ethnicity data, sensitive custodial information, and parent volunteer documentation. 
• Remain current with emerging technologies, database management trends, and best practices to ensure the school's systems remain efficient and secure.

Academic Operations & Registrar Duties

• Build Lower School and Middle School schedules and create all courses and co-curriculars in the Student Information System. 
• Manage the enrollment of new students and the re-enrollment and promotion of existing students into the school. 
• Maintain the organization, storage, disposition, and transmission of current and cumulative student academic files. 
• Verify the accuracy of report cards, facilitate their distribution, and maintain student transcripts for distribution to academic institutions. 
• Oversee the K-8 assessment process (e.g., MAP Growth), including ordering, rostering, maintaining reports, and training faculty on test proctoring. 
• Oversee the creation, distribution, collection, and storage of Field Trip Waivers and permission slips. 
• Manage the ordering of textbooks and resources with direction from the Dean of Academic Life. 
• Prepare records for First Eucharist and coordinate with the assigned parish. 

8^th Grade Matriculation & High School Transition

• Manage and coordinate the High School Application process in close concert with the High School Mentor, Director of Middle School, and Head of School. 
• Oversee the collection, production, and mailing of all high school recommendations and official transcripts. 
• Act as a primary liaison between 8th-grade families and high schools, providing communication and support as necessary. 
• Coordinate the event planning and logistics for both Baccalaureate and Graduation. 
• Assist the Director of Middle School with specific 8th-grade needs and transition tasks.

Departmental Support & Training

• Participates as a member of the Administrative Support Team, providing back up to the Front Desk and School Nurse as needed.
• Collaborate with the Enrollment team to build online inquiry and application forms; train Enrollment staff on data processing to ensure a seamless transition of records from applicant to student. 
• Collaborate with Advancement to provide profile change reports and manage Grandparent Contact Information forms. 
• Maintain family contact information and emergency communication contacts, conducting syncs from Blackbaud to Finalsite Connect. 
• Train new hires and current faculty on school systems, including Blackbaud, Schoology, and NWEA. 
• Serve as backup for the calendaring request system. 
• Complete all other duties as assigned.

SKILLS AND COMPETENCIES

• Collaborative and creative team player. 
• Excellent oral and written communication skills. 
• Excellent interpersonal skills with the ability to interact with a wide and diverse population. 
• Ability to multitask, prioritize, and follow through effectively. 
• High level of organizational skills with high attention to detail, accuracy, and protocol. 
• Ability to read and interpret computer reports, transcripts, and related documents. 
• High level of flexibility, responsiveness, patience, compassion, and kindness. 
• High level of discretion in maintaining the confidentiality of sensitive information. 
• High level of commitment to providing excellent customer service.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in related field preferred 
• Minimum of three years registrar experience or equivalent combination of education and experience. Experience in a school setting is preferred. 

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; frequently required to talk or hear; and occasionally required to stand, walk, and reach with hands and arms, and/or use hands to handle or feel. The employee is occasionally required to move and/or lift up to twenty-five (25) pounds. Specific vision abilities required for this position include close vision and the ability to adjust focus.  

WORK ENVIRONMENT 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of their job. The job is performed under minimal temperature variations, and in a clean environment. Indoor classrooms, outdoor school yard and grounds. Exposure to student and playground noise.