Registrar

Description

The Registrar 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 ensures that student records and academic processes support compliance, student success, and smooth operations across the academic lifecycle.

The Details:

• Wage: $80,000 - 85,000, 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.  
• The Process: Please include a cover letter. This post will remain open to applications through the end of January with an ideal start date the week of February 16th to 20th. 

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 school’s mission and values, balancing institutional requirements with individual student needs.

What You’ll Do:

Student Records & Compliance

• 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.
• Ensure graduation requirements and school policies are satisfied.

Scheduling & Registration

• 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.
• 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 billing integrations.
• Provide clear, responsive communication to students, families, faculty, and external partners.
• Educate colleagues on registrar processes and policies.

Special Project Management

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

Requirements

• 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

Physical 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.  

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.