Database Manager / Registrar

Job Level
Mid-level position
Job Category
Administrator / Manager (of network or database)
  • Systems / Operations
Job Status
Areas of Responsibility
  • Registrar
  • Data / Database

This position is for the 2019-2020 School Year. Flexible start date June-August 1st, 2019.

Potential for flexible schedule and partially remote option

The registrar maintains the academic, attendance, discipline and health records of all students, plans and implements the course registration process for classes, oversees the creation and oversight of the master schedule and calendar, handles graduation checks, PSAT/AP testing, UC approvals and manages the enrollment and withdrawal process. He or she works with other administrators to coordinate times and locations for class meetings and resolve scheduling conflicts. Other responsibilities include organizing surveys, maintaining academic policies and curriculum prerequisites, determining students' graduation eligibility, planning commencement activities and preparing information such as honors lists, grade reports, transcripts and class rankings.

Reports to: 
Associate Head of School

Direct Reports:         

Employment Classification: 
Full Time Staff, Exempt


Registrar Job Duties

Data, Database and Records Management

  • Student Information System (SIS) management (Blackbaud)

  • Serve as the primary system administrator/Platform Manager

  • Set up scheduling

  • Master Schedule Calendar and Daily Schedule Calendar

  • Events Calendar

  • Upload student photos

  • Annual roll over, data entry, set-up procedures

Learning Management System (LMS) Management (Canvas/Pacifica Portal)

  • Serve as primary System Administrator

  • Create course shells,

  • Enroll/unenroll students

  • Upload information from SIS into LMS


  • Upload test scores

  • Enrolling new students

  • Ensure student college results and matriculation data is uploaded

  • Manage and monitor transcripts, initial reports, mid-year reports, and final reports,


  • Manage and monitor health records

  • Develop methods and practices to effectively collect and maintain data

Processes Management

  • Manage and monitor attendance records

  • Manage and monitor discipline process for record management, assigning detention/saturday school

  • In collaboration with Operations Manager, process facility and calendar requests.

  • Manage and monitor graduation checks

  • Enrollment and Withdrawal process management

  • Evaluate and process transfer records

  • Manage student withdrawal process

  • Monitors course selection, course locations, course prerequisites, add/drop process and schedule changes

  • Manage the daily calendar and schedule for the school, ensuring proper bell schedule and technology updates in SIS

  • Manage SEVIS records and approvals; serve as Designated School Officer (DSO) for Dept of Homeland Security.

  • File private school affidavit


  • Organize and schedule all school-wide testing include AP, Final Exams, Senior Exams, PSAT

  • Create the master schedule and support student registration

Academic Reporting

  • Create and distribute grade reports & honor rolls

  • Manage and create report cards

  • Manage and monitor UC , College Board, and NCAA Clearing House approvals

Event Support

  • Support graduation and academic office events with logistics and administrative duties at the direction of the Associate Head or designee

  • Manage vendor relationships for event

  • Assist with commencement activities & academic awards


Excellent with technology and cloud base software, Excel and CSV file management, detail oriented and highly organized, prior experience with school administrative tasks and school software desirable.

Essential Expectations

  • Enthusiasm for the school’s mission and values.

  • Perform duties and responsibilities as described in your job description.

  • Uphold the school’s professional standards of personal presentation, punctuality, professional courtesy, and discretion.

  • Represent the school effectively to its constituents including a client services disposition

  • Maintain a professional demeanor on and off campus.

  • Maintain professional credentials, as appropriate.

  • Honor the confidentiality of school, student, family, and employee information.

  • Comply with all policies and procedures.

  • Work effectively with colleagues, families, school leaders, and students.

  • Develop professional goals to advance the school’s strategic objectives and engage in relevant professional growth.

  • Substantial and mature in Christian faith, thought, and character

  • Uphold the school’s standards and expectations for community behavior and morality