Registrar and Academic Systems Administrator

Position Summary

The Registrar and Academic Systems Administrator is responsible for the effective administration, integrity, and daily operation of the School’s core academic and student-information systems, including scheduling and the FACTS, Magnus, and SchoolPass platforms. This role oversees student attendance processes, supports substitute coordination, maintains accurate student records, and serves as a key operational partner to academic leaders, faculty, families, and staff. The position requires strong organizational skills, attention to detail, sound judgment, discretion with confidential information, and a commitment to service in support of the School’s mission and community values.

Registrar Functions

Essential Duties and Responsibilities

• Build and maintain the master schedule, class schedules, student schedules, room assignments, and related academic calendars in partnership with school leadership.
• Coordinate student scheduling and course placements, including electives and core courses
• Manage rostering for:
• Electives
• Learning support services
• General academic scheduling
• Manage schedule changes, course placements, section balancing, and roster updates throughout the year.
• Maintain official student academic records, including enrollment data, grades, transcripts, report cards, and other registrar-related documentation as applicable to the school’s grade levels.
• Coordinate student record requests, transfers, withdrawals, and ensure compliance in archival processes in accordance with School policy and applicable legal requirements.
• Ensure accuracy, consistency, and confidentiality of student records and school documents.
• Coordinate the preparation and submission of student records for high school applications, including transcripts, recommendations, and supporting materials
  

Academic Systems Administration and Divisional Operations

• Serve as the primary administrator or key school contact for academic operations platforms, including FACTS (or similar LMS), SchoolPass, and other academic systems.
  
  

Learning Management System (FACTS LMS) Administration

• Manage system setup, annual rollover, permissions, data integrity, imports/exports, and routine maintenance in coordination with school leadership and technology staff.
• Manage user accounts, permissions, and system integrations
• Oversee course, homeroom, advisor, student, family, andf faculty data as needed to ensure accuracy across platforms.
  
  

SchoolPass Administration

• Oversee daily SchoolPass operations related to attendance, dismissal, late arrival, early release, and campus movement workflows as applicable.
• Ensure system settings, user access, and dismissal procedures are maintained accurately and efficiently.
• Train employees and families on SchoolPass processes and expectations.
• Troubleshoot user issues and provide support and training for faculty, staff, and families related to assigned systems. Coordinate with vendors as needed.
• Generate reports, dashboards, and records to support divisional leadership, academic planning, compliance, and decision-making. Evaluate and recommend improvements to school systems and workflows
• Ensure records and processes are managed in a manner consistent with school policy and applicable legal and accreditation expectations.
• Manage division calendars and ensure congruence with all-school calendar. Submit eSpace requests for all Academic Team events.
• Coordinate with the Communications Office by regularly providing division-focused content for publication, such as the Weekly Roar and the Week Ahead.
• Coordinate scheduling, planning, and communication for events originating from the Academic Team, such as parent conferences, parent coffees, Back-to-School Nights, Hall Meetings, Pep Rallies, Buddy Days, award ceremonies, student performances, and onboarding sessions for new employees and new Middle School students.
• Manage vetting of parent volunteers for academic programming and field trips – ensures required volunteer trainings/forms are completed, assists with scheduling. (e.g., Café, Carpool, Classroom Readers, Field Trips, Holiday Parties, Theater Support)
• Lead onboarding and process orientation for substitute personnel in collaboration with school leadership and Human Resources, as applicable.
• Maintain substitute rosters, contact information, availability, and related records.
• Coordinate substitute teacher coverage for faculty absences, including daily placement, communication, and confirmation of assignments, Serve as point of contact for substitute faculty.
• Ensure substitute plans, schedules, classroom coverage, and campus logistics are communicated clearly and efficiently and align with instructional priorities and student needs.
• Fulfill duties as assigned, such as carpool, lunch, recess, classroom coverage, and other.
  
  

Qualifications

• A bachelor’s degree is required.
• Experience in independent school operations, registrar functions, academic scheduling, student information systems, or database administration is preferred.
• Demonstrated proficiency with Microsoft 365 and school-based technology platforms is required; experience with FACTS, Magnus, and/or SchoolPass is strongly preferred.
• Strong technical aptitude, including the ability to learn, manage, and improve administrative systems.
• Excellent organizational, analytical, and problem-solving skills.
• Exceptional attention to detail and a demonstrated commitment to data accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, and respond effectively during high-volume periods.
• Ability to work collaboratively and professionally with administrators, faculty, staff, students, families, and other members of the school community.
• Demonstrated discretion, sound judgment, and commitment to maintaining strict confidentiality regarding student, family, employee, and school information.
• Service-oriented mindset with the ability to remain calm, flexible, responsive, and solutions-focused.
• Commitment to fostering a welcoming, inclusive, and respectful school community.
• Commitment to modeling professionalism, accuracy, responsiveness, integrity, and care in all aspects of the role.
  
  

Knowledge, Skills, Characteristics, And Dispositions

The successful candidate will:

• Model the St. John's Code by demonstrating respect, responsibility, honesty, and care in all interactions.
• Embrace the School's Episcopal identity, ethos, and commitment to honoring the dignity of every individual.
• Demonstrate a deep commitment to child-centered education and the academic, social, emotional, and spiritual growth of students.
• Build positive, trusting relationships with students, families, colleagues, and other members of the school community.
• Communicate clearly, professionally, and respectfully in both verbal and written forms.
• Listen actively and thoughtfully to students, families, and colleagues.
• Collaborate effectively with colleagues in the development academic schedules and …..
• Partner with the Student Formation Team to support students' academic, social, and emotional needs.
• Demonstrate a commitment to personal and professional growth, including the ability to receive, reflect on, and apply feedback.
• Pursue continued growth in relevant instructional technology and digital tools.
• Engage with peers at local, regional, and national independent and Episcopal schools to share best practices and strengthen professional learning.
• Participate in conferences, professional meetings, and other learning opportunities to remain current in science curriculum and pedagogy, instructional strategies, culturally responsive teaching, and social-emotional learning.
  
  

Physical Requirements

• Ability to lift approximately 30 lbs.
• Ability to sit for prolonged periods of time at a computer.
• Ability to work for extended periods of time, including weeknights and weekends when required.
• Ability to work with children and adults in indoor and outdoor settings.
• Ability to move throughout campus and participate in school activities, emergency procedures, field trips, and overnight trips.
  
  

Commitment to Safeguarding Children

The School is committed to safeguarding and promoting the welfare of children and expects all faculty, staff, and volunteers to share this commitment. Employment is contingent upon successful completion of required background checks, reference checks, and child-safeguarding training.

About St. John's

St. John's is an independent, coeducational Episcopal school serving students in Pre-K through eighth grade on a beautiful 10-acre campus in East Dallas. Rooted in a mission to train the mind, strengthen the character, and enrich the spirit, St. John's offers a program of academic excellence within a nurturing Christian environment.

We believe St. John's is more than a school. It is a close-knit community where students are known, challenged, and loved, and where faculty and staff understand that every role contributes to the lives of our students, families, and colleagues.

Guided by the St. John's Code, we strive to model honesty and respect in our relationships, responsibility in our work, and care for every member of our community. Our employees bring the mission to life each day through their professionalism, collaboration, creativity, and commitment to children.

St. John's seeks colleagues who are eager to grow, generous in spirit, and inspired by the opportunity to help young people become their best selves. If you are drawn to a joyful, purposeful, and mission-driven school community, you may find St. John's to be a place where you can do your best work and make a lasting impact.

Disclaimer

This job description provides a general overview of the responsibilities and expectations associated with the position. It is not intended to serve as an all-inclusive list of duties, skills, or requirements. Responsibilities may be modified as needed to support the mission and operations of the School.

Equal Employment Opportunity

In our commitment to diversity and equity, St. John's Episcopal School does not discriminate regarding race, color, ethnicity, national origin, sexual orientation, gender, age, genetic information, disability, pregnancy, marital status, religion, military status, and/or any protected category. This commitment extends to our employment, educational, admission, and financial-aid policies, and other school-administered programs.

How To Apply

For questions or more information, submit all correspondence, including your cover letter, resume, and application, through the St. John's application portal. Please no emails or phone calls to submit your candidacy or show interest.