Registrar

Job Description

Job Description

Position: Registrar

Department: Upper School

Location: Warren Hall, Milton Academy Campus, Milton, MA

Hours: Full-time with the flexibility to work nights and weekends

FLSA: Exempt

Classification: Staff (12-month)

Milton Academy is an independent college preparatory K–12 school, boarding and day in grades 9–12, located just outside of Boston.

Milton Academy cultivates in our students a passion for learning and a respect for others. Milton students grow by developing their own identities, learning from and listening to the lived experiences of others, and living and working among peers whose differences they accept with respect and care.

In our ongoing work to create an environment that confronts bias, injustice, and bigotry, we encourage each other to be open to learning, explore our histories and identities, and seek to understand the world around us with a critical lens. At Milton, we prepare students to partner with their future communities to create a more just world, and to have the courage to speak up and live by our motto, “Dare to be true.”

Summary of Position:

The Registrar reports directly to the Academic Dean and must be proficient with course registration, grading, scheduling and record systems. In addition, the Registrar must have the people skills necessary to respond to the needs of students, parents, and faculty using effective discretion and diplomacy, the organizational skills necessary to manage multiple projects with specific deadlines, and the managerial skills necessary to supervise the day-to-day operations of the office.

This position requires the knowledge of and comfort with various database systems. The Registrar plays a critical role in maintaining accurate, up-to-date records for students and families, while ensuring confidentiality and data integrity.

Essential Functions and Responsibilities:

• Support class enrollment to ensure a strong start to the school year.

  • Troubleshoot any opening of school schedule or course issues.
  • Assist students requesting class changes.
  • Coordinate with ATS to roll final course information into Veracross.
  • Maintain required course and scheduling databases.

• Oversee the smooth entry of grades and comments across four cycles.

  • Track grades, comments, and advisor reports during each marking period.
  • Communicate grade and comment cycles and manage timelines for faculty and department chairs.
  • Manage report card setup, creation and publication to students, advisors and families.
  • Coordinate with ATS to roll grades in Veracross at each grade cycle.
  • Process transcripts for the College Counseling Office

• Ensure timely and careful maintenance of the course catalogue.

  • Coordinate with department chairs to update the course catalogue with current course information keeping to timeline.
  • Coordinate with the Communications Office for online copy.

• Build the exam schedule and coordinate additional testing logistics.

  • Coordinate with Facilities, ATS, Department Chairs, and the Director of Academic Support to create the schedule for January exams.
  • Assign proctors and rooms for testing.
  • Find and solve exam conflicts.
  • Manage rescheduled exams.

• Manage course planning for the Upper School.

  • Manage the course planning timeline and registration process.
  • Maintain the course planning database, coordinating with Department Chairs for class size and closings.
  • Create and maintain waitlists for courses.

• Support new students in course planning and registration.

  • Partner with Department Chairs to update questionnaires and course planning forms.
  • Prepare course planning information for new students and families.
  • Provide necessary information to the Academic Dean.
  • Communicate with all new students in course planning and placements.
  • Collect and log in placement exams.
  • Coordinate with Department Chairs about placements of new admits.

• Manage the Assistant Registrar and Testing Coordinator to ensure all responsibilities are fully executed to best support students and families.

  • Oversee responsibilities related to course registration, scheduling, and maintaining the electronic student record system.
  • Monitor project deadlines and ensure smooth day-to-day operations of the office, including filing, office correspondence, and attendance.
  • Oversee smooth coordination of standardized testing including PSAT, SAT, ACT, and AP exams.

• Support the Milton community as needed.

  • Respond to all manner of requests from students and faculty.
  • Support the Academic Dean, the Dean of Students, and the Dean of Faculty as needed.
  • Assist the Upper School office during Family weekend and graduation.
  • Maintain electronic of student records, including grades and comments.
  • Assist Development with alumni records as needed.
  • Work in conjunction with the College Office as needed.
  • Prepare and oversee transcripts, including transcripts from prior schools..
  • Maintain accuracy across databases for all students, courses, and grades.

• Other responsibilities as assigned.

Community

• Be a visible, accessible presence around campus.
• Contribute to creating a positive community culture that ensures students are heard, seen, valued, and cared for.
• Share in the enforcement of our expectations for students.

Other Professional Expectations and Responsibilities

• Work cooperatively with students, parents, peers, administration, and community members.
• Act in a manner that is respectful, generous toward others, supportive of colleagues, and based in a belief in the competence and good intentions of all members of the community.
• Communicate openly and promptly, supporting colleagues, students, and the integrity of the institution in conversations with students and parents.
• Create and maintain classroom and campus environments that are open and flexible, reflecting the school’s values related to diversity, equity, and belonging.
• Strive to grow and improve professionally.
• Exhibit skills in collaborative problem-solving, critical thinking, and teamwork.
• Meet deadlines.
• Attend all school-wide meetings and events and serve on committees as required.
• Prepare for and participate in opening of school programming, family visit days, graduation, and all other key student/family moments that are part of the school calendar.
• Complete school-required training.
• Abide by the school’s policies and procedures as outlined in the provided handbooks.
• Serve as a mandated reporter in support of school risk management.
• Communicate with the appropriate supervisor when unable to meet any professional obligation.

Supervision to be received: Supervised by the Academic Dean.

Supervision to be exercised: Assistant Registrar and Testing Coordinator

Education/Certification/Licensure

Required: A bachelor’s degree in education, business administration, or a related field

Preferred: A master’s degree

Experience

Required:

• A minimum of 3 years (5+ years preferred) work experience in academic administration, student records, or a related field.
• Demonstrated increased responsibility, leadership, and supervision of office operations.

Preferred:

• Experience working in an independent boarding / day school.

Competencies

Required:

• Technical Skills

  • Proficiency in student management software (such as Blackbaud and Veracross) and familiarity with other administrative tools and databases.
  • Demonstrated computer expertise, including proficiency in Google Workspace.
  • Excellent verbal and written communication skills.

• Work Habits

  • Strong attention to detail, with the ability to manage complex data and maintain accurate records.
  • Ability to prioritize and manage multiple tasks efficiently and meet deadlines.

• Strong Team Member

  • Ability to work collaboratively with internal and external constituencies.
  • Receptive to supervision and professional development.
  • Strong customer service skills, with a friendly and professional demeanor.
  • Desire to be a part of a dynamic educational community.

• Knowledge and Discretion:

  • Knowledge of FERPA (Family Educational Rights and Privacy Act), regulations enforced by the Massachusetts Department of Elementary and Secondary Education (“DESE”), and other relevant privacy and education regulations.
  • Understanding of confidentiality and related issues.

Physical Abilities

Required:

• Must be able to work at a computer for up to 8 hours each day in conjunction with OSHA requirements.
• Must be able to move around the Milton Academy campus without restriction.
• Must be able to lift up to 10 pounds.

All interested internal candidates must complete an application for promotion or transfer and inform your supervisor as soon as possible.

The essential functions and basic skills have been included in this job description; it is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.

An equal opportunity employer, Milton embraces diversity and the pursuit of excellence. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race (including natural and protective hairstyle), color, sex (including pregnancy and pregnancy related condition), sexual orientation, gender identity, gender expression, religion, religious creed, physical or mental disability, age, genetic information, veteran status, ancestry, citizenship, national or ethnic origin or any other status protected by applicable law.