Registrar and School Coordinator

Overview

Job Title: Registrar and School Coordinator

Reports To: Head of Upper and Middle School

Salary Range: $80,000 – 85,000

FLSA Status &

Schedule:

Salaried Exempt, M-F school hours

The Registrar and School Coordinator is a critical academic support team member at Overlake, responsible for the integrity, accuracy, and management of student academic records throughout the school. This highly collaborative, detail-oriented role oversees transcripts, grades, course registration, scheduling, and compliance reporting, serving as the primary point of contact for all registrar-related functions.

Working closely with the Heads of Upper and Middle School, the Registrar and School Coordinator ensures that student records and academic processes support compliance, student success, and smooth operations across the academic lifecycle.

• Work Distribution: 75% Registrar, 25% School Coordinator
• Wage: $80,000 - 85,000, salaried exempt. The wage offered will depend on relevant education and/or years of experience.
• Work Hours and
  
  Location:
  
  This position is expected to be in person Monday - Friday during school hours.
• The Process: Please include a cover letter. This post will remain open to applications through the end of January with an ideal start date the week of February 16th to 20th.

• $5 employee premium for all medical plans
• 100% employee coverage for dental and vision plans
• 35% medical, dental and vision coverage for dependents
• 20 to 30 days of paid time off based on tenure for full-time 12-month staff
• Paid Holidays when school is fully closed
• 5-10% employer match based on years of service and employee contribution
• On-site health and wellness
• Professional development allowance
• Meal allowance for breakfast, lunch, and snacks daily
• Employee Assistance Program
• Long term and short term disability as well as life insurance
• Use of School Library
• New Employee Cross-Department Mentorship Program

• Demonstrates exceptional attention to detail, organizational skills, and the ability to manage multiple deadlines accurately.
• Possesses strong interpersonal and customer service skills, building respectful relationships across the school community.
• Is highly proficient with technology, including Student Information Systems and spreadsheets (e.g., Excel).
• Designs, builds, iterates, and effectively communicates academic data such as grade distributions, course enrollment projects, and systems efficiency audits.
• Understands compliance requirements and models ethical data stewardship and confidentiality.
• Thrives in a collaborative environment while being able to work independently on cyclical and long-term projects.
• Appreciates and supports the school’s mission and values, balancing institutional requirements with individual student needs.

• Ensures long-term academic data health through clear ownership of academic-year transitions, graduation requirements, and cross-system data integrity.
• Maintain accurate and complete student records, including transcripts, grades, and academic history.
• Ensure compliance with FERPA, COPPA, and accreditation/state reporting requirements.
• Manage official documentation for enrollment, withdrawals, graduation, and transfer credits.
• Oversee transcript requests and fulfilment for students, alumni, and external institutions.
• Monitors, audits, and certifies graduation requirements and communicates status proactively.

• Owns academic year setup, term configuration, and year-end transitions to ensure data continuity.
• Coordinate course registration and scheduling processes, including add/drop periods and special academic schedules.
• Design and build schedule matrix.
• Maintain accurate student, teacher, and classroom schedules.
• Partner with Academic Leadership to ensure scheduling aligns with curriculum requirements and graduation pathways.

• Manage grading processes and timelines, including report cards and transcript generation.
• Support faculty with grading procedures and ensure timely submission of grades.
• Collaborate with College Counselling on transcript access, graduation requirements, and NCAA eligibility.