Registrar and School Coordinator

Job Title: Registrar and School Coordinator

Reports To: Head of Upper and Middle School

Salary Range: $

FLSA Status & Schedule: Salaried Exempt M-F school hours

Timeline: The goal start date for this position the week of February 16th.

The Registrar and School Coordinator is a critical academic support team member at Overlake responsible for the integrity accuracy and management of student academic records throughout the school. This highly collaborative detail-oriented role oversees transcripts grades course registration scheduling and compliance reporting serving as the primary point of contact for all registrar-related functions.

Working closely with the Heads of Upper and Middle School the Registrar and School Coordinator ensures that student records and academic processes support compliance student success and smooth operations across the academic lifecycle.

The Details:

• Work Distribution: 75% Registrar 25% School Coordinator
• Wage: $80000 - 85000 salaried exempt. The wage offered will depend on relevant education and/or years of experience.
• Work Hours and Location: This position is expected to be in person Monday - Friday during school hours.

Benefits:

• $5 employee premium for all medical plans
• 100% employee coverage for dental and vision plans
• 35% medical dental and vision coverage for dependents
• 20 to 30 days of paid time off based on tenure for full-time 12-month staff
• Paid Holidays when school is fully closed
• 5-10% employer match based on years of service and employee contribution
• On-site health and wellness
• Professional development allowance
• Meal allowance for breakfast lunch and snacks daily
• Employee Assistance Program
• Long term and short term disability as well as life insurance
• Use of School Library
• New Employee Cross-Department Mentorship Program

Who You Are

• Demonstrates exceptional attention to detail organizational skills and the ability to manage multiple deadlines accurately.
• Possesses strong interpersonal and customer service skills building respectful relationships across the school community.
• Is highly proficient with technology including Student Information Systems and spreadsheets (e.g. Excel).
• Designs builds iterates and effectively communicates academic data such as grade distributions course enrollment projects and systems efficiency audits.
• Understands compliance requirements and models ethical data stewardship and confidentiality.
• Thrives in a collaborative environment while being able to work independently on cyclical and long-term projects.
• Appreciates and supports the schools mission and values balancing institutional requirements with individual student needs.

What Youll Do

Registrar:

Student Records & Compliance

• Ensures long-term academic data health through clear ownership of academic-year transitions graduation requirements and cross-system data integrity.
• Maintain accurate and complete student records including transcripts grades and academic history.
• Ensure compliance with FERPA COPPA and accreditation/state reporting requirements.
• Manage official documentation for enrollment withdrawals graduation and transfer credits.
• Oversee transcript requests and fulfilment for students alumni and external institutions.
• Monitors audits and certifies graduation requirements and communicates status proactively.

Scheduling and Course Registration

• Owns academic year setup term configuration and year-end transitions to ensure data continuity.
• Coordinate course registration and scheduling processes including add/drop periods and special academic schedules.
• Design and build schedule matrix.
• Maintain accurate student teacher and classroom schedules.
• Partner with Academic Leadership to ensure scheduling aligns with curriculum requirements and graduation pathways.

Grading & Reporting

• Manage grading processes and timelines including report cards and transcript generation.
• Support faculty with grading procedures and ensure timely submission of grades.
• Collaborate with College Counselling on transcript access graduation requirements and NCAA eligibility.

Systems & Process Management

• Serve as the primary administrator for the Student Information System (Veracross) and related platforms.
• Oversees data flow across SIS LMS and third-party systems and partners cross-departmentally.
• Ensure data integrity and consistency across academic systems.
• Document workflows and continuously improve registrar-related processes.

Collaboration & Communication

• Work closely with Admissions and Business Office on enrollment and placement
• Provide clear responsive communication to students families faculty and external partners.
• Educate colleagues on registrar processes and policies.
• Documents registrar workflows to support continuity and institutional memory.

Special Project Management

• Work with Head of Upper and Middle School on special projects related to academic data as they arise

School Coordinator:

School Calendar

• Oversee Manage Communicate the Master School Calendar

School Events

• Coordinate and produce school events in coordination with Division Heads
• Build and coordinate semester final exam schedule
• Additional support to events as asked by Division Head

Data Management

• Enter update and oversee data entry to Veracross for school wide events

• Proficiency in excel ability to use formulas to build long term academic modeling
• At least three years of experience in a registrar data analysis computer science or similar role building designing and communicating data sets and navigating systems
• Demonstrated pattern of strong customer service
• A willingness and ability to solve complex problems through data creativity and collaboration
• A growth mindset and capacity for self-directed learning about SIS and educational services
• A demonstrated pattern of collaboration and teamwork
• Experience in an education or non-profit setting
• A desire to work with individuals from diverse cultures and experiences
• Ability to pass required background checks

Ideal Requirements:

• Ability to code for enhanced data analysis and presentation
• Experience working in education
• Desire to be involved with students through roles such as an advisor club sponsor coach and/or independent study mentor

Physical Requirements:

• Ability to sit for extended periods.
• Ability to work in school environment.

Other Duties

• This job description is not designed to cover or contain a comprehensive list of activities duties or responsibilities that are required of the employee. Other duties responsibilities and activities may change or be assigned at any time with or without addition all Overlake employees are expected to execute duties and maintain standards in accordance with all Overlake policies and procedures.

Equal Employment Opportunity

At The Overlake School we strive to ensure that every employee feels welcomed and valued for their unique perspectives and contributions. From our hiring practices performance reviews raise decisions and opportunities for promotions The Overlake School follows consistent and fair practices to ensure all employees and potential employees have an equal opportunity for employment and advancement based on merit and are not discriminated against because of race color religion national origin age sex veteran status pregnancy childbirth pregnancy-related conditions disability gender gender identity sexual orientation or on any other legally protected basis in the administration of its educational policies financial aid employment and other school-administered programs. Our Human Resources department works with employees to make reasonable accommodations for those that require assistance in being able to participate in the interview process or meet the requirements of their position.

Background Check Policy

The Overlake School conducts background checks for employees after the conditional offer of employment is accepted in compliance with applicable federal state and local laws. Candidates will be asked to authorize these screenings and results will be reviewed by a designated HR representative. The Overlake School reserves the right to modify this policy at any time without notice.