Registrar and School Coordinator

Registrar and School Coordinator – The Overlake School

Job Details

• 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, Monday–Friday school hours
• Start Date:
  
  Week of February 16th
• Work Distribution: 75% Registrar, 25% School Coordinator

Compensation & Benefits

• $5 employee premium for all medical plans
• 100% employee coverage for dental and vision plans
• 35% medical, dental, and vision coverage for dependents
• 20–30 days 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 benefits
• Professional development allowance
• Meal allowance for breakfast, lunch, and snacks daily
• Employee Assistance Program
• Long‑term and short‑term disability and life insurance
• Use of the School Library
• New Employee Cross‑Department Mentorship Program

Who You Are

• Exceptional attention to detail, strong organizational skills, and ability to manage multiple deadlines accurately
• Strong interpersonal and customer‑service skills, building respectful relationships across the school community
• 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 also working 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
• Maintains accurate, complete student records, including transcripts, grades, and academic history
• Ensures compliance with FERPA, COPPA, and accreditation/state reporting requirements
• Manages official documentation for enrollment, withdrawals, graduation, and transfer credits
• Oversees transcript requests and fulfillment 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
• Coordinates course registration and scheduling processes, including add/drop periods and special academic schedules
• Designs and builds a schedule matrix
• Maintains accurate student, teacher, and classroom schedules
• Partners with Academic Leadership to align scheduling with curriculum requirements and graduation pathways

• Manages grading processes and timelines, including report cards and transcript generation
• Supports faculty with grading procedures and ensures timely submission of grades
• Collaborates with College Counselling on transcript access, graduation requirements, and NCAA eligibility

• Serves as the primary administrator for the Student Information System (Veracross) and related platforms
• Oversees data flow across SIS, LMS, and third‑party systems, collaborating cross‑departmentally
• Ensures data integrity and consistency across academic systems
• Documents workflows and continuously improves registrar‑related processes
• Works closely with Admissions and Business Office on enrollment and placement
• Provides clear, responsive communication to students, families, faculty, and external partners
• Educates colleagues on registrar processes and policies
• Documents registrar workflows to support continuity and institutional memory

• Works with Head of Upper and Middle School on special projects related to academic data as they arise

• Oversees, manages, and communicates the Master School Calendar
• Coordinate and produce school events in collaboration with Division Heads
• Build and coordinate semester…