The MMFS Registrar is a position whose duties include the maintenance of student records, and support to the Admissions and Educational Administration in each division of the school. They are responsible for overseeing policies and procedures relating to attendance records, immunization and health records, grades, transfer, and transcript information, as well as access to those records. In addition to understanding both the school's systems and general office technologies, the position will also handle a large number of administrative duties in their day-to-day work. The Registrar will be the primary point of contact for all SIS student-related reporting duties, internal transcript and grade requests, schedule adjustments, and the publication or restriction of this information.
Responsibilities and Duties
Experience with information systems that support educational administration is a must-have for this role.
MMFS uses Veracross as a School Information System (SIS) - the Registrar, in coordination with the Director of Technology is responsible for maintaining weekly vendor meetings, as well as processing any/all outstanding issues with the vendor.
Faculty and Staff Record Management
The Registrar partners with the HR Department to ensure all emergency contact and contact information for all faculty and staff are up to date and synchronized between systems.
Class Rosters and Scheduling
Review all homeroom/advisory assignments with division directors, and adjust rosters if students move
Ensure scheduling data is recorded properly in the system, and schedule reports are published correctly for families, faculty, and staff
Grades, Transcripts and Student Reports
Maintain transition of grading periods, and manage back-end of grading process for faculty
Act as primary liaison with SIS vendor re: student report format needs, and ensure all grades are published in a timely manner.
Manage the workflow(s) around student reports to ensure they are running correctly, with proper data in them, per division requests
Ensure transcripts are up-to-date, and partner with College Guidance to make sure they are published in the proper system for Upper School students applying to colleges.
Student Registration and Enrollment
Manage the workflow in all three divisions to ensure students are properly enrolled in all classes
Partner with Admissions and the Business Office to facilitate the Enrollment/Re-enrollment of students once per year.
Ad-Hoc Reporting and Division Administration Support
Partner with CSE coordinator to make sure all needed data is provided out to CSE and other needed parties
Coordinate Student/Family grade, attendance, and enrollment-based reports for division administrators
Partner with Advancement to ensure accurate data/segmentation
Ensure best practices around attendance reporting procedures
Required Knowledge, Skills, and Abilities
Communication skills using speech and writing
Ability to systematically troubleshoot complex problems
Working knowledge of policies and procedures of whole school and all three divisions
Ability to document and train individuals
The individual must possess these skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.
Scope of External Contact
Students, vendors, faculty, business office staff, parents, alumni
This position has no supervisory responsibilities and receives the following supervision: 25% direct,
25% general, and exercises 50% independent judgment
This job requires the ability maintain the physical capacity required to navigate the school environment and to ensure the safety of the students. The ability to open filing cabinets and bend or stand for long periods of time, as necessary. Classroom locations vary based on student schedules and staff may need to teach from different rooms. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
Position Type/Expected Hours of Work
This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 4:00 p.m. with a half hour paid lunch. Evening and weekend work may be required as job duties demand and will be scheduled in advance.
Travel between campus is necessary on occasion, scheduled with advanced notice, and are within walking distance from each other.
Required Education & Experience
Applicant MUST meet these minimum qualifications to be considered an applicant:
Bachelor's degree or its equivalent in a technology/school administration related field
A minimum of two years of related experience is required.
Prior experience with Veracross, or a similar SIS in an administrative/registrar role required
Knowledge of commonly-used concepts, practices, and procedures for reporting and data normalization a plus