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 School Pass 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.

• 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

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

• 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, and faculty data as needed to ensure accuracy across platforms.

• Oversee daily School Pass 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 School Pass 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…