Registrar/Database Administrator (K-12)

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

New Roads School - Santa Monica, CA



Job Status: Full-Time, Exempt

Reports to: Upper School Director/K-8 Director



The Registrar supports school administrators by processing requests for both new enrollments and withdrawals, maintaining student files and records that are both clerical and academic in nature, performing routine administrative duties and facilitating communications with various stakeholders.



  • Requests and tracks receipt of records for newly enrolled students; prepares mass data imports for new students within prescribed time frames;

  • Processes student withdrawals; fulfills records requests for withdrawn students within prescribed time frames;

  • Processes parent contact and data information changes K-12;

  • Maintains -K12 and state student-level databases; including data entry

  • Creates customized reports for various departments as requested

  • Maintains and scans received files

  • Manages, issues, and tracks student Work Permits (Regular; Entertainment permit applications)

  • Responsible for the issue and submittal of State of California Department of Education Statement of Intent for Self-Certification for Permit to Employ and Work

  • Responsible for monthly attendance for students with Learning Profiles for LAUSD

  • Manage, update and review transcripts for accuracy; print and upload electronic copies

  • Review, manage and submit transcripts for college admissions applications and school transfers

  • Print copy of 8th grade transcripts from LT and add to rising 9th grade files

  • Assist with updating UC course list

  • Prepare all information for UC Eligibility in a Local Context

  • Creates and maintains student cumulative files and other student records; audits for accuracy on at least an annual basis; establishes and maintains secure access to student records; ensures proper disposal of student records;

  • Serves as primary point of contact for families, teachers, staff, and other schools in regards to accessing student information and records;

  • Manage and maintain transcripts and records release forms; preparing progress reports; preparing state testing (as needed); and preparing school-wide mailings;

  • Assists counselors in verifying graduation requirements and credits earned, as applicable;

  • Assists with national K12 efforts in training, process enhancement, etc.; facilitates communications between local schools, K12 and school districts as needed;

  • Ensures school personnel comply with the Family Educational Rights and Privacy Act (FERPA).

  • Other duties as assigned



  • Bachelors Degree preferred OR Equivalent combination of education and experience

  • Excellent organizational and time management skills

  • Strong written and verbal communication skills

  • Detail oriented, able to identify errors in student data and information

  • Able to multi-task, get tasks done quickly and accurately

  • Customer service oriented, team-player

  • Ability to work with minimal supervision

  • Advanced proficiency using Microsoft Excel

  • Experience using a student information system and/or other type of database