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

The Stony Brook School seeks a full-time high-capacity professional with a talent for organization, communication, and attention to detail to serve as its Registrar. The Registrar is responsible for the maintenance and integrity of the school’s academic records. To accomplish this task, the registrar uses Blackbaud, a comprehensive learning management and student records management software suite. The registrar is tasked with the generation of all student records, student reports, class schedules, faculty schedules, and the handling of all external reporting regarding student matriculation. Because of the importance and ramifications of academic data, the registrar must ensure a high degree of accuracy and integrity. Additionally, the registrar assists the Academic Dean with statistical analyses, student advising, academic assemblies and awards, and communication with parents, students, and teachers. 


The tasks of the Registrar include but are not limited to the following:



  • Work with Scheduling Coordinator and Academic Dean

  • Schedule students in required and elective courses for each trimester. 

  • Assist Advising Team to evaluate student course eligibility and graduation plan

  • Work with faculty and students/parents on schedule conflicts or changes

  • Maintain classroom schedule map with class information

  • Oversee mini-course program with Academic Dean

  • Conduct annual rollover process and build course offerings and schedule 


Grading & Transcript Maintenance: 

  • Build and maintain grading tables, grade reports, and grade submission pages 

  • Advise and assist faculty on grade submission and issues -Follow up on incomplete grades or grading errors with faculty

  • Ensure accuracy in grade reports and transcripts

  • Evaluate new student transcripts and update SBS transcripts with required information

  • Coordinate withdrawn student forms, final grading, and completion plans with department heads and/or school directors.  

  • Provide transcripts 

  • Process grades and calculate and publish academic achievement (honor roll) 

  • Provide instruction to parents/guardians on “How to view grade reports”

  • Process eligibility for Cum Laude candidacy and ---Valedictorian/Salutatorian selections 

Record Retention:

  • Provide requested documentation for withdrawn and graduated students

  • Oversee record retention process

Graduation Evaluation:

  • Work with the College Counseling Department to evaluate junior and senior graduation requirement

  • Evaluate and certify honor diploma recognition

  • Track senior progress with college counselors and Upper School Director

Statistical Data:

  • Process trimester and final GPA, grades, and academic achievement

  • Pull statistical data for various campus and NYS reports

Interested candidates should forward their resume and cover letter to the Academic Dean, Dr. Sean Riley, at