Registrar - Lower School

To manage and maintain all academic and enrollment records for students in the Lower School Division. This position ensures the accuracy, confidentiality, and integrity of student records; supports scheduling, grading, and reporting processes; and serves as a primary liaison among families, faculty, administration, and external institutions on matters related to student records and enrollment status.

Essential Functions

General

• Must demonstrate and support the School’s Mission.
• Must have the ability to get along with and deal effectively with all school personnel and school families, as well as the larger business and educational community.

• Willingness to perform in a manner that reflects positively on Saint Edward’s School.
• As a member of the SES team, perform all other duties as requested by the Head of School or other Administrators.

Student Records & Data Management

• Maintain accurate and up-to-date student records in the school’s Student Information System (SIS) and related databases.
• Create, update, and audit demographic, academic, and attendance records in compliance with school policy.
• Coordinate with Admissions and School Nurse to ensure appropriate documentation for each student (birth certificates, immunization records, custody documents, etc.) is collected, verified, distributed to appropriate departments, and securely stored.
• Manage the archiving and retention of records in accordance with school policy.

Enrollment, Withdrawals, and Transitions

• Process new student enrollments, mid-year entries, withdrawals, and re-enrollments for the Lower School.
• Coordinate with Admissions to ensure a smooth handoff from applicant to enrolled student, including data entry and file creation.
• Prepare and process transfer records for students entering or leaving the school, including cumulative records, report cards, assessment data, and test scores.
• Support transitions within the school (e.g., rising grade processes, promotion, retention documentation).

Academic Reporting & Communication

• Oversee the production and distribution of report cards, progress reports, and other academic documents for the Lower School.
• Assist faculty in entering grades, narratives, attendance, and comments into the SIS; provide training and troubleshooting as needed.
• Generate and distribute class lists, homeroom rosters, and contact lists for faculty and administrators.
• Prepare official transcripts, enrollment verifications, and other formal documents requested by families, schools, and outside agencies.

Scheduling and Operational Support

• Support the Lower School Head and academic leadership with creation and maintenance of homeroom assignments, specialist schedules, and section balances.
• Collaborate with the technology team to ensure SIS settings, grading periods, and course structures are accurate for the Lower School.
• Ensure proper storage of testing results in student records.

Family and Community Interface

• Serve as a primary point of contact for Lower School families on questions related to records, academic reports, and enrollment status.
• Provide courteous and timely customer service to parents/guardians, faculty, and staff.

Other Responsibilities

• Assist with relevant school events (e.g., orientations, Back-to-School events, parent information sessions) as needed.
• Collaborate with the Middle/Upper School Registrar(s) and Admissions to align processes and ensure consistency of records school-wide.
• Promote campus safety by monitoring visitor sign-in and sign-out procedures and promptly reporting any safety concerns.
• Coordinate Lower School events, calendars, and faculty announcements.
• Prepare Parent/Teacher Conference scheduling; maintain substitute teacher information.
• Manage petty cash accurately and responsibly.
• Coordinate communication and logistics with the uniform vendor.
• Prepare student correspondence and award certificates.
• Assist the Receptionist with dismissal information, calls, visitor support, and other duties.
• Provide additional administrative support as needed.

Preferred Qualifications

• Associate or bachelor’s degree preferred; high school diploma or equivalent required.
• Prior experience as a registrar, school administrative assistant, or similar records/office management role, ideally in an independent or K–12 school setting.
• Experience with student information systems (e.g., Blackbaud, FACTS, Veracross, PowerSchool, or similar) strongly preferred.
• Highly organized, accurate, self-motivated, and detail oriented.
• Maintains confidentiality; committed to the School’s Mission.
• Proficient in Microsoft, Google, and capable of managing databases.
• Flexible, positive, eager to learn, and enjoys working with children.
Congenial, patient, cheerful, and an attentive listener.

Physical Requirements & Work Environment

• Extensive desk, computer, and screen work.
• Ability to operate standard office equipment.
• Able to perform the essential functions of the position, which may include occasional lifting, pushing, pulling, or carrying items weighing up to 25 pounds.