Registrar Jobs

Position:Registrar

Department:Communications

Reports to:Director of Communications

Supervises:N/A

FLSA Classification:Full-Time, Exempt, 12-month position

Location:Hybrid remote in Pasadena, CA 91103

Chandler School is an independent K-8 school located in Pasadena, CA, with an enrollment of 450. Founded in 1950, Chandler School abides by its mission to provide each student with the highest quality and most academically challenging education in a nurturing, balanced and diverse environment.

We take pride in our thriving community with diverse perspectives and backgrounds. We learn and grow from one another and respect each others’ creativity and knowledge to promote a nurturing and healthy workplace.

Primary Responsibility:The role of the Registrar is to facilitate the acquisition, maintenance, and use of key information in school databases. Serves as a principal maintainer of data for all student and parent records including (but not limited to) grades, transcripts, diplomas, attendance, emergency information, relationships, contact information, and schedules. The Registrar is also responsible for data analysis and must have the requisite knowledge to conduct regular data analysis.

Essential Duties and Responsibilities:

• Complete key/critical time-specific duties as needed.
• Maintain relevant records and act as a central coordinator for Raiser’s/Financial/Educational Edge, Blackbaud “on” Suite, and other school databases. Blackbaud K-12 "on" Suite (SaaS Student Information System and Learning Management experience is strongly desired).
• Collaborate with key departments and personnel, including IT department, division directors, faculty, communications, finance, and advancement, to establish business rules, acceptable entries and best practices, to facilitate the accurate creation and maintenance of records in all school databases.
• Assist in the development and implementation of school policies related to student enrollment, registration, and record-keeping.
• Extract and compile a range of data from written and analog sources, from individuals by asking questions, or from one or several given databases.
• Provide training and support to employees to enable them to optimally utilize school data resources.
• Establish and maintain queries, lists, and other mechanisms to facilitate employee access to data.
• Stay informed about relevant laws, regulations, and best practices pertaining to student records and data privacy.
• Prepare, process, and coordinate academic records and reports (transcripts, report cards, GPA, etc.).
• Facilitate academic scheduling and enrollment processes in coordination with division directors, enrollment and business office.
• Document all essential processes, compiling a chronological list of tasks and steps to complete said tasks. Maintain these items in a living document, updating as necessary.
• Envision and produce spreadsheets, reports, and data analysis for school administration.
• Complete other duties as assigned.
• Update supervisor on a regular basis regarding projects, tasks, and other job functions.
• Contribute positively to team morale; maintaining a positive, pleasant demeanor.
• Evaluate, advise, and advocate for best practices to facilitate automation, synchronization, and data workflow and data process improvements across the enterprise.
• Audit relevant data for errors and inconsistencies on a regular basis.

Essential Skills and Qualifications:

• Utilize exceptional judgment, integrity, and attention to detail to maintain discretion with respect to confidential information.
• Ability to prioritize tasks, handle multiple responsibilities, and meet deadlines.
• Exhibit a positive attitude, be self-motivated, and be able to cope successfully with stressful situations, schedules, and deadlines.
• Advanced knowledge and experiencewith spreadsheets, text and numeric data manipulation, and related tools.
• Position requires strong language and communication skills; ability to read and interpret documents and must have the ability to write routine reports and correspondence.
• All prospective employees must be able to clear a background check.
• Extensive Training / Experience with Blackbaud’s “on” Suite products, Raiser’s Edge, Education/Financial Edge, or other school-related database products.
• Ability to use both Windows and macOS operating systems
• Knowledge of relevant laws and regulations regarding student records and data privacy (e.g., FERPA).
• Must be a strategic thinker capable of developing, implementing, and coordinating policies and procedures related to data management.
• Possess the ability to be extremely accurate and consistent with data/record keeping; have an affinity for data management, data systems, and technology matched with an inquisitive disposition.
• Ability to communicate effectively with all constituents in a school environment: ability to work independently as well as with staff, teachers, parents, board of trustees and community groups.
• Discretion and ability to maintain strict confidentiality of student records and information.

Physical Requirements and Work Environment

• Maintain a work schedule commensurate with the needs of the organization
• Occasionally lift up to 30 pounds
• Willing to work from home with occasional requirements for on-campus attendance
• Work using a laptop computer for the majority of a given workday
• Work in an open office environment either standing or sitting at a desk
• Willing to work in a fast-paced office and be able to manage simultaneous priorities effectively
• Works in an environment dealing with a wide variety of challenges and a varied and diverse array of contacts
• Occasional after-hours / weekend work

Education and Experience:

• Must have experience with Blackbaud’s “on” Suite products
• A minimum of four years of experience in an educational setting is desired.
• College degree or equivalent experience is required, preferably in data analytics, information management, or a related field.

Application Process

Interested candidates should send a cover letter and resume to Carmen Villanueva, Director of Communications at [email protected]. No calls, please.

Compensation and Benefits

This is a 12-month position. The salary rate is based on years of experience, degree of education, and level of expertise. A competitive benefits package is also offered.

Salary Information

Salary Range:$65,000 - $100,000 per year.

Contact Information

Carmen Villanueva

[email protected]