Job Level
Mid-level position
Job Category
  • Systems / Operations
Job Status
Areas of Responsibility
  • Registrar

Review of applications begins immediately, and position is open until filled.


Catlin Gabel School in Portland, OR is seeking to find a dynamic Registrar for their high school level students.  Anticipated start date for this role is April 25, 2022.  Review of applications begins immediately, and position is open until filled. 


The Registrar maintains student records, coordinates the Upper School schedule for students and faculty, communicates and coordinates tracking of graduation requirements, and provides administrative and technical support to the College Counseling program. Scheduling tasks require a significant amount of initiative and knowledge of the options available. Record-keeping is similar year-to-year and driven largely by the admission, administrative, and college admission needs of the school. Data is shared between all divisions and departments. Data entry and business procedures must be followed and documented to ensure consistency in information and the ability to exchange data between departments and divisions.        

Catlin Gabel School offers the following benefits to all eligible employees regularly working 20 or more hours (.5 FTE) per week:

  • Medical, dental and vision insurance
  • 403b retirement plan with 6% employer match (2% minimum contribution)
  • Life and disability insurance employer paid
  • Supplemental voluntary life insurance
  • Paid time off (PTO)
  • Twelve paid holidays per year
  • Employee assistance program for you and your family
  • Tuition remission for employee children accepted into the academic program


Job Responsibilities:

  • Maintain Upper School portion of student information system including records related to the academic calendar, scheduling, courses, classes, class enrollments, and grading.
  • Honor confidentiality when handling sensitive information • Maintain student files and share information to faculty as needed
  • Scan records for new students and attach files to the student’s electronic record.
  • File student-related school correspondence
  • Know and follow legal and school codes for contents of academic files
  • Process records requests for former students and maintain alumni academic records
  • Coordinate annual course registration for incoming and returning students ensuring graduation requirements are met
  • Organize departmental course offerings, student course requests, and teacher assignments
  • Maintain and publish course catalog
  • Disseminate information regarding course selection and class scheduling to students and families
  • Assist in forecasting courses for students new to the Upper School
  • Collaborate with scheduler to develop annual course schedule
  • Track waitlists
  • Publish add/drop dates for the academic calendar and process schedule changes
  • Coordinate collection, communication, and filing of student evaluations
  • Maintain and process student transcripts
  • Coordinate applications for programs such as the National Merit Scholarship
  • Maintain course listings for the NCAA Eligibility Center
  • Administer Web-based college counseling software
  • Generate and maintain user accounts
  • Track college deadlines
  • Send school documents to colleges
  • Maintain test-score records
  • Calculate Grade Point Averages



  • B.A. or B.S. from an accredited college or university preferred.
  • Prior experience in school settings a plus.
  • Extensive experience with data imports and exports.
  • Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Drive (Sheets, Docs, Forms, Slides).
  • Commitment to systems, database, and network security.
  • Strong writing and interpersonal communication skills.
  • Proficiency with Adobe Creative Suite or other desktop-publishing software, preferred.

How to Apply