Registrar Assistant jobs in Saint Paul, MN

Job Description
Breck School

Title: Registrar
Reports to: Chief Academic & Innovation Officer

Effective Date: 7/1/24
FLSA: Exempt
Hours: Full-time year-round, some evenings and weekends required

School Overview

Breck School is a preschool through twelve, college preparatory, Episcopal day school located in Golden Valley, Minnesota. In the context of an inclusive and caring community, Breck enjoys a national reputation for excellence and achievement in academics, athletics, and the arts. Our School’s Episcopal roots are lived through the unwavering commitment to diversity and inclusion where we respect the dignity of every human being and hold a firm belief in social responsibility. We are a close and caring community that focuses on lifelong learning and a commitment to the greater good.

Across the school and across constituencies there is collective focus on care for each individual student in service of excellence. A community of high-achieving and motivated students and faculty, staff, and administrators focused on intellectual inquiry, engagement, and bridging research to practice, Breck is committed to offering an exceptional school experience to our students. Upon graduation, Breck students lead lives of intellectual curiosity, self-knowledge, and social responsibility and matriculate to colleges and universities throughout the world.

Position Overview

The Registrar is a position whose essential duty is the maintenance of student academic data from admissions through alumni status and execution of the academic school year within our student information system. This position works closely with Divisions, Academic Department Heads, Admissions, and College Counseling to collaboratively and accurately manage Breck’s student and academic data. This position will also work with Advancement, Business, Communications, Athletics, Summer Programs, Transportation, and academic departments to assist in the timely, efficient and accurate completion of their work.

The Registrar is ultimately responsible for all workflow and processes relating to a student’s academic data, including attendance records, grades, transcripts, transfer information and schedules, along with the archiving of these records to allow for future retrieval as well as the technical documentation of these processes. The Registrar will assist in defining workflow and process, as well as the appropriate point people in the school for fulfilling this work.

This position serves as a main point of contact for our school’s central database, currently Veracross, and as such, assists in supporting school users in student scheduling, internal reporting, and institutional research needs.

Registrar Responsibilities

Manage Student Information System

• Manages each student record for accuracy and completeness

• Manages the data entry and publishing process of all school academic documents. Creates and updates documentation about these processes. Communicates timelines and status updates to faculty and staff. Completes audits of grade data in a timely fashion. Collaborates with Deans to ensure outstanding grades and incompletes are updated.

• Support of faculty in gradebook, final grade and narrative comment entry.

• Ensures that late enrollees or early withdrawals are processed accurately.

• Collaborate with Division Offices in the setup and administration of standardized tests and loading of data into student information system

Academic Support

• Builds and maintains all divisional academic schedules (teachers, rooms, students). Ensures schedules are accurate and published in a timely manner. Relevant data is maintained and updated as necessary throughout the school year.

• Conduct End of Term and Close School Year processes. Initiates new school year including creation of courses, setup and management of the course requesting system.

• Collaborates with Deans to facilitate course changes, add-drop process, curriculum fair, course placement, sectioning and related tasks

• Support Academic Department Chairs by tracking requests, identifying trends, predicting demand for classes, and forecasting future elective and staffing needs. Attend Academic Leadership Team Meetings as needed.

Systems Support

• Primary point of contact for Veracross and related systems

• Collaborates with divisional administration on specific needs and workflows related to documenting and tracking student progress, behavior and discipline.

• Assists departments throughout the school with data imports and exports related to the Student information system and accurately documents these processes.

• Partners with the Admissions Office on the accurate import of applicant and financial aid information for the purposes of enrollment.

• Partners with the College Counseling office on the efficient and accurate creation of student transcripts.

• Partners with the Business Office on the efficient completion of the processes related to student billing

• Partners with the Human Resources department on the accurate representation of Faculty and Staff information within the school’s databases.

• Partners with the Communications department to ensure up-to-date contact information is in place for our constituents.

The Ideal Candidate for this position:

• Has worked as a registrar in an academic institution or has worked in a similar role that requires the accurate management of complex information within a constituent-relationship-management style system for at least three years.

• Demonstrates a clear and concise communication that serves the needs of many different users from beginner to expert, and regularly communicates with users in a timely manner to support and educate.

• Aims to fully leverage our existing software and proactively seeks out solutions for the ongoing management of the academic life of the school.