Registrar

Job Description

Position Overview

Alexander Montessori School seeks a detail-oriented, collaborative, and systems-minded Registrar to support admissions, enrollment, and student records across four campuses serving approximately 500 students.

This role is central to ensuring accurate records, reliable reporting, and smooth enrollment processes as the school continues its transition to ISP-aligned systems, including Finalsite for admissions and enrollment, Blackbaud for tuition management and SIS, and HubSpot for CRM and reporting.

The Registrar works closely with the Director of Admissions & Marketing, school leadership, the Business Office, and campus secretaries to support both system-based workflows and leadership reporting needs, recognizing that the school is balancing new systems with long-standing manual processes.

Reporting Structure

• Reports to: Director of Admissions & Marketing
• Works closely with:
  • Head of School
  • Associate Head / Business Office
  • Campus Secretaries
  • Admissions Team
  • ISP systems partners (as appropriate)

Key Responsibilities

Admissions & Enrollment Operations

• Maintain accurate student records from application through enrollment, re-enrollment, and withdrawal
• Support admissions and enrollment workflows in Finalsite, ensuring files are complete, accurate, and timely
• Track enrollment status changes (offers, acceptances, waitlists, withdrawals)
• Support continuous enrollment and annual re-enrollment processes
• Ensure alignment between admissions data, enrollment contracts, and student records

Systems & Data Coordination

• Serve as the lead support administrator for admissions and enrollment systems, including Finalsite Enrollment (Admissions & Enrollment modules) and Blackbaud (Tuition Management and SIS), in close collaboration with and overseen by the Director of Admissions & Marketing
• Support data accuracy, consistency, and reconciliation across Finalsite, Blackbaud, and HubSpot
• Monitor system workflows and identify discrepancies or gaps for resolution
• Maintain clear documentation of enrollment processes, data workflows, and handoffs
• Partner with the Director of Admissions & Marketing to refine systems gradually and sustainably, honoring both new system capabilities and existing leadership needs

Reporting & Leadership Support

• Prepare enrollment and student data reports for school leadership as requested
• Support leadership needs for both system-generated and manually formatted reports
• Translate system data into clear, accessible information for non-technical users
• Assist leadership in understanding enrollment trends, capacity, and student data
• Provide reliable follow-through on time-sensitive data and reporting requests

Records Management & Compliance

• Maintain official student records, including:
  • Enrollment contracts
  • Health and immunization records
  • Custody documentation (as applicable)
  • Student demographic and academic records
• Ensure compliance with state, accrediting, ISP, and internal requirements
• Respond to transcript and records requests in a timely and confidential manner

Cross-Campus Collaboration

• Coordinate with campus secretaries to ensure consistent record-keeping practices
• Provide guidance and support to campus staff on enrollment documentation and timelines
• Serve as a central point of coordination for enrollment records across:
  • Elementary Campus (Grades 1-5)
  • Old Cutler Campus (Toddler- Kindergarten)
  • Palmetto Bay Campus (Toddler-Kindergarten)
  • Red Road Campus (Preschool-Kindergarten)

Role Scope & Review

The Registrar role is designed to support the school's admissions and enrollment operations during a period of system transition and organizational change.

The scope of responsibilities will be reviewed periodically in collaboration with school leadership to ensure alignment with:

• operational needs
• system maturity
• leadership reporting requirements
• and overall staffing structures

Any future adjustments to responsibilities or time commitment will be informed by the school's experience with the systems and workflows in practice.

The intent is to build sustainable, well-defined processes that support both Qualifications & Skills

Required

• Strong organizational skills and attention to detail
• Experience working with student records, enrollment, or admissions processes, or CRM platforms e.g., Finalsite, Blackbaud, Hubspot, or comparable systems)
• Comfort working in both digital systems and manual workflows
• Ability to support non-technical users with patience and clarity
• High level of discretion and professionalism
• Collaborative, service-oriented approach

Preferred

• Experience in an independent or Montessori school
• Experience supporting leadership reporting needs
• Comfort working in a transitioning or growing organization
• Fluency in Spanish and Englis

Why This Role Matters

The Registrar plays a critical role in supporting the school's mission, leadership, and families by ensuring enrollment and student data are accurate, accessible, and reliable. This role bridges tradition and modernization - honoring the school's history while supporting its future.

Physical Requirements: The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling. Generally, the job requires sitting, walking, and standing.

Benefits: We offer a benefits package for eligible employees that can include health benefits, retirement contributions, and paid time off.

E-Verify Participation:
ISP U.S. participates in E-Verify and will provide the Federal Government with your form I-9 information to confirm that you are authorized to work in the U.S.

Florida Background Check Process with Clearinghouse: The Florida Care Provider Background Screening Clearinghouse (Clearinghouse) is a system for background screening results of individuals required by law to undergo screening for employment in positions that provide services to vulnerable populations, as mandated by section 435.12, Florida Statutes. All background checks are conducted via the Florida Care Provider Background Screening Clearinghouse. More details can be found via https://info.flclearinghouse.com/

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding

and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years' employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.