Position Description: Registrar/Administrative Assistant

Reports to: Head of School

Hours: 8:00 am - 4:30 pm M-Th, 8:00 am - 4:00 pm F

Contract Year: July - June, Full Time, Exempt

The Registrar/Administrative Assistant is a full-time, full-year role, responsible for all academic record keeping and management of the Blackbaud database, supporting the Head of School in scheduling and reporting tasks, as well as administrative liaison to the Board of Trustees. 

Responsibilities

• Work with the Assistant Head of School (AHOS) to manage annual curriculum edits and updates.
• Oversee the school database input and maintenance of student classes, schedules and records.
• Input all course information, lunch blocks, and advisor assignments.
• Coordinate data entry and proof schedules.
• Promptly troubleshoot and resolve any Blackbaud related issues.
• Maintain files for current students, archive or dispose of the appropriate student records after graduation or withdrawal.
• Maintain files for graduated and withdrawn students.
• Send transcripts, when requested, to other schools and institutions (for current and former students).
• Prepare report cards for student files, and for external organizations.
• Create new student files for Beginners and incoming students.
• Other duties as assigned by the HOS/AHOS

Administrative Support

• Respond promptly to meeting requests with the Head of School’s availability and add holds to the calendar.
• Coordinate on-campus faculty and division Head meetings, and coordinate travel when needed.
• Attend calendar meetings, add related events, and coordinate maintenance/tech orders if needed.
• Supervisor of receptionist, track sick/PL days, and back-up in her absence.
• Coordinate the fall school picture day, working with the photographer on getting everyone photographed between 8:30 am - noon, and schedule following year’s date.
• Provide support to year-end events (Class Day and Graduation).
• Coordinate buses for ski club, US camping trips and Mumford field trip.
• Work with the AHOS on the printing and mailing of each Tri-semester Honor Roll and High Honor Roll letters.
• Order food for Professional Development Days, class pizza parties and/or events, Halloween parties, Big/Little Sibling event, NJHS ceremony, etc. through outside vendors or school food service company.
• Fire Drills - responsible for the headcount of faculty/staff.
• Work with the kitchen staff on event dates, and calendar dates that affect lunch count.
• Auction prize coordinator with winning families of the Theatre Seats for the Year, Head for a Day, and graduation seats packages..
• Maintain field trip and in-house event forms, Prep/LS dismissal lists, US locker lists, fire drill folders and emergency contact lists.
• Work with the Heads and Business Office Manager on Bonus project participants and their year-long schedule.
• NJHS inventory of membership pins, candle lighting ceremony candles, que cards.
• MLK Jr Day of Service - work with the Director of Communications on participants, and order lunch for gathering afterwards.

Board Liaison

• Support the Head of School and Board President on board related tasks.
• Attend regular Board meetings and take meeting minutes on behalf of the Secretary.
• Coordinate on-campus orientation meetings and Trustee retreats.
• Manage the Trustee binders or online documentation, calendar, roster, terms of service, conflict of interest forms, by-laws, permanent and historical records, etc., and send out meeting notices and attachments.

Skills and Qualifications

• Bachelors Degree and 5+ years of experience in a school setting
• Knowledge of Blackbaud system
• Experience with data processing
• Must be able to manipulate data electronically
• Strong communication skills, ability to communicate both verbally and in writing
• Perform multiple tasks concurrently

About Elmwood Franklin School

Connections working at Elmwood Franklin School