Registrar

The Quad Preparatory School

Registrar

Classification: Full Time, Exempt

Reports to: Senior Manager, Technology Projects & Systems

Annual Salary Range: $75,000 - $90,000

At Quad Prep, we are on a mission — to transform the lives of neurodiverse, twice-exceptional and gifted learners by redefining the experience of school. Through the collective, collaborative, and empathic work of our teachers, clinicians, and administrative staff, we are empowering our students to engage with the exciting and wonderful diversity of this world.

Now in our 2nd decade, we are excited to welcome fellow innovators and collaborative colleagues to our team to be a part of this inspiring and impactful mission. At Quad Prep, a New York State Association of Independent Schools (NYSAIS) Accredited School, we are eager to create challenging and engaging learning experiences for our students, to seek diverse perspectives, and to work together to continuously refine and redefine best practices in neurodiverse education. The Quad Preparatory School actively seeks to advance diversity through its programs and hiring.

Why work at Quad Prep?

• ACCREDITED SCHOOL: Quad Prep was recognized as an outstanding school when it received accreditation last year through NYSAIS
• COMMUNITY: We are committed to building a joyful and inclusive culture where everybody is celebrated for who they are.
• COLLEAGUES: Our colleagues are inspiring, consummate innovators and are at their happiest collaborating to create personalized solutions for each student.
• STUDENTS We guarantee that you will learn something eye-opening every single day from our students — and have a lot of joy and laughter along the way!
• DEEP PROFESSIONAL LEARNING: Quad Prep supports mission-driven educators and clinicians to grow their professional skills and influence in the neurodiversity educational space. Close collaboration with colleagues, coaching from supportive leaders, and thoughtful, in-depth professional learning programs keep us growing
• GENEROUS AND COMPREHENSIVE BENEFITS
• Health: Medical, Dental, Vision
• Student Loan repayment
• Retirement Plan contribution
• Group Life Plan
• Disability Insurance
• Generous Parental Leave
• WORK LIFE BALANCE: In addition to vacation and sick time, there are approximately 20 scheduled school closure days throughout the calendar year, including a full week off during the first week of the December break. We also provide supervision each week to support your professional growth while limiting the number of after-work hours needed. Our goal is to help you live the life you want—both inside and outside of school
• EXTRAS You can build a private practice or tutor onsite during after school hours at low-cost reduced rates, available only to our Quad Prep staff
  
  

Who We Are

(If Quad Prep is for you, you'll read what's below and feel, "That's me!")

At Quad Prep, we are guided by values that we hold dear and we have developed an innovative set of practices to meet our mission. We are:

Groundbreaking: We ignite our students’ talents and are passionate about their futures. You are:

• Passionate about our work and our mission
• Creative and excited about reaching each and every learner in new ways
• Excited to help create new, evidence-based best practices in this rapidly evolving field
• Able to set high expectations of yourself and discover ways to meet them
  
  

Collaborative: We function with an exceedingly deep degree of collaboration. You:

• Communicate effectively with colleagues
• Seek to understand yourself and others in order to welcome new perspectives
• Are generous of spirit and willing to give and receive feedback and input freely
• Are kind, welcoming, and inclusive
  
  

Trustworthy: We are steadfast and are accountable to our students and each other. You:

• Can be counted on to do what you say you will do
• Have a high level of ownership for personal and team results
• Can purposefully develop skills to find success in your work and our learning community
• Ask for support when you need it
• Project an unflappable, firm, and kind presence
  
  

Constantly Learning and Growing: We value continued growth and learning. You:

• Seek opportunities to learn and grow in your professional practice
• Support colleagues by sharing best practices and nurturing their learning
• Help the organization grow and improve by developing and sharing new ideas and approaches
  
  

Resourceful: At Quad Prep, we dig deep to meet our mission. You:

• Are highly effective and dedicated
• Show initiative
• Display good judgment and sensibility
• Excellent at supporting students inside and outside the classroom
  
  

Flexible: At Quad Prep, we never give up on each other and are driven by the ethos of “not if, but how.” You are:

• Open to new ideas
• Nimble in fluid, changing environments
• Excited by growth, change, and innovation
  
  

Responsibilities

The Registrar is responsible for maintaining the accuracy, integrity, and confidentiality of all student academic records, including transcripts, grades, attendance, enrollment, and course scheduling data. This role serves as the school's primary point of accountability for compliance with NYS/NYC recordkeeping and reporting requirements, and works closely with admissions, academic leadership, college counseling, and the business office to ensure student data flows accurately across systems throughout the enrollment lifecycle — from admission through matriculation, transfer, and graduation. The Registrar manages and maintains student records within the student information system (Veracross), oversees report card and transcript production, verifies graduation requirements, and responds to record requests from families, family attorneys, colleges, and outside institutions. Success in this role requires meticulous attention to detail, sound judgment in handling sensitive information, strong organizational and communication skills, and the ability to work independently while collaborating across departments.

Enrollment and Admissions Administration

• Manage the enrollment process from contract creation through student matriculation
• Update enrollment contract language and coordinate contract approval workflows
• Prepare, distribute, track, amend, and countersign enrollment contracts
• Load and maintain enrollment documentation within Veracross and other school systems
• Draft and distribute enrollment-related communications to prospective and newly enrolled families
• Track enrollment progress and maintain accurate records of enrollment activity
• Record and manage specialized tuition payment plans and related documentation
• Collect and verify proof of identity for newly enrolled families and authorized pickup contacts
• Maintain enrollment forms and update annual enrollment documentation and processes
• Communicate regularly with the Admissions Department regarding enrollment status, outstanding requirements, and new student onboarding
• Distribute Magnus Health communications and monitor completion of enrollment documentation. Collaborate with nursing staff to ensure all forms are submitted
• Send reminders, follow-up communications, and status updates to families regarding enrollment requirements
• Maintain detailed notes and records related to enrollment and admissions activities
  
  

Student Records Management

• Maintain complete and accurate student records in accordance with school policies and applicable regulations
• Collect, review, organize, and upload student records, including transcripts, report cards, evaluations, educational plans, and supporting documentation
• Manage and maintain records including but not limited to:
• Individualized Education Programs (IEPs)
• Neuropsychological evaluations
• Language waivers
• Transcripts
• Previous report cards
• Health and immunization records
• Update student profile photographs and student/family demographic information
• Manage updates to household structures, contact information, emergency contacts, and authorized pickup contacts
• Maintain student permissions, including transportation authorizations, media releases, and related consent forms
• Manage and update NWEA and other student assessment identification codes as required
• Collect proof of identity for all newly added pickup contacts and ensure documentation is securely maintained
• Review submitted identification documents, allowing redacted identification numbers when appropriate and in accordance with school policy
  
  

Attendance Administration

• Maintain and reconcile historical student attendance records across multiple school systems
• Prepare, distribute, and track attendance affidavits, notices and attendance-related correspondence
• Upload end-of-year (EOY) attendance records to student files within Veracross
• Ensure attendance records comply with applicable reporting and record-retention requirements
  
  

Family, Legal, and External Agency Communication

• Serve as a point of contact for records requests from families, schools, agencies, and authorized third parties
• Prepare and process document requests in accordance with school policies and privacy requirements
• Correspond with family attorneys and other authorized external entities regarding student records and documentation requests
• Coordinate with division leaders and administrators when affidavits, witness statements, or supporting documentation are requested
• Maintain confidentiality and compliance with applicable student privacy laws and school policies in all communications and records management activities
  
  

Administrative Support

• Maintain detailed records, notes, and documentation related to student enrollment, attendance, and records management
• Draft, edit, and distribute school communications related to enrollment, student records, attendance, and compliance requirements
• Support cross-departmental initiatives involving Admissions, Business Office, Learning Outcomes, Staff Development, Student Support Services, Division Leadership, or others as projects are developed
• Perform other duties as assigned in support of student enrollment, records management, student data collection and analysis projects, school operations, and special projects
  
  

Required Education and Experience:

• Bachelor’s degree required
• Minimum 3 years of related experience
• Exceptional customer service skills with the ability to work effectively with leadership, parents, faculty, and staff
• Strong organizational skills and attention to detail in maintaining student records and data
• Excellent written and verbal communication skills
• Ability to maintain confidentiality and exercise sound judgment
• Substantial experience with Veracross, another Student Information System, or a similar large dataset database
• Proficiency with Google Workspace, including Google Drive
• Strong problem-solving skills and initiative
• Collaborative team player and positive representative of the School
  
  

Preferred Education and Experience:

• Prior experience in education administration
  
  

Compensation and Benefits:

Compensation Is Dependent Upon Experience And Degree Obtained.

At Quad Prep full-time (or over 30 hours per week) employees will have access to a full range of benefits, including group medical, dental, and vision coverage; Health Savings Account (HSA), Flexible Spending Account (FSA), pre-tax transit, and dependent care (DC FSA) accounts; a 401K plan with a school match, and student loan repayment contributions (after one year of employment); and a range of professional development opportunities, including our First Year Support Program for all new facility and staff. .

Work Environment:

This job operates in a school setting. School is located on two campuses approximately two blocks away with the administrative office in a third location between the two campuses. All three buildings have an elevator. This role requires regular walking to various locations around the school.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk and listen. This position does not involve continuous standing, walking, and climbing stairs. The employee will be at a desk job and may occasionally lift and/or move items approximately 10 pounds. Typing is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type and Expected Hours of Work:

This is a full-time exempt position in an educational facility that is open eight hours a day, 12 months a year. Occasional evening or weekend hours may be needed during busy periods. In general, though, hours are Monday-Friday 8am - 4pm.

Want to learn more about Quad Prep? Connect with us!

Want to learn more about Quad Prep? Connect with us!

• Note that currently, all employees are requested to be fully vaccinated and boosted for COVID-19. In the event of an outbreak of COVID-19 or any other communicable or infectious disease, or any public-health condition designated by the New York State Commissioner of Health, that in the School's sole discretion requires operational changes, the School reserves the right to establish and modify health and safety protocols, including requiring vaccination and/or vaccine boosters, testing, or other health requirements and requests for proof of compliance. ***
  
  

ADA/AAP/EEO Statement: The Quad Preparatory School is committed to the full inclusion of all qualified individuals. We take steps to assure that people with disabilities are provided reasonable accommodations. Accordingly, if reasonable accommodation is required to fully participate in the job application or interview process, to perform the essential functions of the position, and/or to receive all other benefits and privileges of employment, please contact our People and Culture department at peopleandculture@quadprep.org.

The Quad Preparatory School is based on an inclusive philosophy that does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, marital status, creed, sexual orientation, familial status, citizenship, veteran or military status, or any other characteristic protected by law in its hiring procedures and policies.

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