The Office Manager and Registrar plays an important role by providing a wide variety of administrative, secretarial, registrar and program support to the academic program and serves as a primary point of operational and administrative contact for internal and external constituencies, often on complex and confidential issues.
The Office Manager and Registrar will:
Serves as the welcoming face of the School, buzz in all visitors, and ensure they sign in, monitor comings and goings of visitors, faculty and staff members, address student needs, release students, and interact with parents, guests, visitors and trustees
Provides confidential clerical and administrative support for the Deans of School, including managing schedules and calendars, school-wide or division-wide communication, travel arrangements, screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries as appropriate
Serves as a primary point of direct administrative contact and liaison with other offices, individuals, and external institutions and agencies on a range of specified issues; organizes and facilitates meetings, workshops, and other special events, as required
Gathers, enters, and/or updates data to maintain departmental records and databases, including student reports and transcripts, establish and maintains files and records for the office
Ensures that substitute teachers are greeted and receive relevant materials in Smart Sub, directions, and room assignments. Works with the Deans of School to handle “last-minute” coverage needs.
Provides for basic student health needs when the School Nurse is not available.
Coordinates field trips and excursions, connecting both with the appropriate faculty and staff and with the business office liaison for payment
Composes and prepares written documentation and correspondence for the office, including PushPages;
Assists in the coordination, supervision, and completion of special projects as appropriate, including ordering materials at the end of the year for next School year
Supports the Deans with mailings for next schools
Coordinates and oversees the day-to-day management of and requisition for supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities
Distributes mail and attends to the postage machine
Responds to municipal, state, federal, and NAIS/AISNE census requests and reports
Coordinates and oversees preparation for faculty and staff meetings, including ensuring that the space is prepared, the food is ordered, and the appropriate materials are present
Coordinates Information Systems, showing facility with maintaining and utilizing Blackbaud and the On Products, registering and withdrawing students, the lead organizer of student reports, maintaining online copies of students records in ET File, dissemination of such material in a confidential manner, maintaining data accuracy, monitoring all student and staff information, processing, filing, and generating student transcripts, providing information to faculty and staff as necessary, arranging for training for faculty and staff
Manages the scheduling of classes inside of Blackbaud at the start of the year
Manage the system rollover during the summer months
Bachelors Degree Required
Three to Five years of office management experience
Proficient in Microsoft Office Suite
Preferred knowledge of Whipple Hill (On Products) and Blackbaud, specifically Education Edge
Strong editing skills
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community
Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
Cambridge Friends School (CFS), is a Quaker elementary school (grades pre-K – 8), located in North Cambridge, Massachusetts. One of the leading independent schools in Greater Boston, CFS offers an outstanding education guided by Quaker principles and a deep commitment to social justice.
We seek candidates who will add to the racial, cultural, and gender diversity of the school community.