School Registrar/Office Manager

Job Description

Job Description

The Montessori School of Northampton seeks a detail-oriented, personable and highly organized Registrar/Office Manager to join our administrative team. This dual-role position supports the school’s mission by ensuring the integrity of student records and fostering smooth day-to-day administrative operations. The Registrar/Office Manager serves as a key liaison between staff, families, and the broader school community, ensuring that all interactions reflect the values and professionalism of our Montessori approach.

Reports to: Head of School

Hours: 24 hours/week; 12 months/year

Salary: competitive salary commensurate with experience and education

Areas of responsibility include:

Student Records Management:

• Intakes and processes all forms for keeping accurate student records; keeps files updated and secured

• Creates emergency contact forms and maintains copy in office and distributes to each classroom

• Maintains SIS (student information systems) database in Educate

• Maintains archival records in Sandbox

• Responds to student records requests

• Completes surveys for area public schools, CPPI, MA Board of Health, MA DOE

• Prepares data in keeping with DEEC regulations (student records checklist)

• Maintains student file archives including return to parents, disposal, and retention as required by state law

• Completes state health surveys

• Coordinates summer emailing to families

• Keeps attendance

Communication:

• Coordinates and facilitates annual update of Parent Handbook

• Posts to Parent Square to both parents and staff as needed

• Updates staff and student directory in Parent Square

• Prepares required signage for classroom including student pouch nametags

• Answers phone; checks voicemail hourly

• Sorts incoming mail

• Creates lists/reports as needed

• Receives emails and faxes; responds and/or forwards to appropriate party

• Communicates student absences and early/late pickups to teachers

• Calls parents in cases of student illness at school

Whole School Support:

• Leads fire drills and maintains records

• Distributes and posts health/illness information outside of classrooms

• Oversees medication administration forms and student health plans

• Coordinates logistics for events

• Communicates with cleaning team

• Manages visitor access to buildings

• Support Sub Coordinator and teachers in procuring subs and arranging classroom coverage

Office Management:

• Tracks inventory for all general and office supplies and orders as needed

• Orders service on office equipment (postage meter, copier)

Staff-Wide General Responsibilities:

• Considers “what is best for the school” in all actions

• Prioritizes welfare and safety of students, families, and staff

• Performs tasks necessary to maintain a clean, orderly and attractive Montessori environment

• Attends appropriate staff/faculty meetings, events, and trainings as needed. Some events require evening or weekend hours.

• Communicate and collaborates openly and respectfully with supervisor and colleagues

• Maintains respectful communications with all children and parents

• Conducts oneself professionally by respecting student confidentiality, cooperating with staff members, working out differences in a mature and reasonable manner and communicating unresolved issues to supervisor

• Participates in annual evaluation process, including review of job description, goal setting and review

• Models lifelong learning and meets professional development goals as agreed with supervisor

• Manages e-mail and voice mail in line with school-wide expectations

• Upholds and follows all school policies

• Is familiar with and promotes the school’s Mission Statement, Diversity Statement, and Harmony agreement

• Completes any other duties as assigned by the Head of School

Qualifications:

• Bachelor’s degree or equivalent professional experience

• Prior experience in school administration, registrar duties, or office management preferred

• Strong computer proficiency (e.g., Google Workspace, SIS platform)

• Excellent organizational, time management, and communication skills

• High level of integrity and discretion in handling confidential information

• Ability to multitask and remain calm under pressure in a fast-paced environment

• Demonstrates humility and a willingness to seek help and acknowledge mistakes as opportunities for growth

• Maintains respectful, professional, and compassionate interactions with colleagues, students, and families at all times

• Embraces a team-oriented mindset with a proactive, “How can I help?” attitude

• Willingly steps in to support other areas of the school as needed, contributing to a collaborative and flexible school culture

• Friendly and professional demeanor

The Montessori School of Northampton takes very seriously our task to educate our students about racial equality, gender, and sexual orientation in an age appropriate manner. Kindness and empathy are paramount to educating our students.

The Montessori School of Northampton (MSN) is an equal opportunity employer. MSN is committed to selecting faculty and staff without regard to race, color, religious creed, ethnicity, sex, gender identity, genetic information, national origin or ancestry, age, handicap or disability, sexual orientation, marital status, veteran status, or any other status protected by applicable law. This policy applies to all personnel actions and conditions of employment, including recruitment, hiring, training, and promotion. MSN makes every effort to provide reasonable accommodations to qualified applicants or employees with disabilities of which we are aware.