The Quad Preparatory School

Registrar

Classification: Full Time, Exempt

Reports to: Senior Manager, Technology Projects & Systems

Annual Salary Range: $75,000 - $90,000

RESPONSIBILITIES

The Registrar is responsible for maintaining the accuracy, integrity, and confidentiality of all student academic records, including transcripts, grades, attendance, enrollment, and course scheduling data. This role serves as the school's primary point of accountability for compliance with NYS/NYC recordkeeping and reporting requirements and works closely with Admissions, Academic Leadership, College Counseling, Clinical Leadership, and the Business Office to ensure student information flows accurately throughout the student lifecycle-from admission through enrollment, matriculation, transfer, and graduation.

The Registrar manages and maintains student records within Veracross, oversees report cards and transcripts, verifies graduation requirements, coordinates enrollment documentation, and responds to records requests from families, colleges, attorneys, and outside institutions. Success in this role requires exceptional attention to detail, sound judgment when handling confidential information, strong organizational and communication skills, and the ability to work independently while collaborating effectively across departments.
Enrollment & Admissions Administration

• Manage the enrollment process from contract creation through student matriculation.
• Prepare, distribute, track, amend, and countersign enrollment contracts.
• Update enrollment contract language and coordinate contract approval workflows.
• Load, maintain, and organize enrollment documentation within Veracross and other school systems.
• Maintain enrollment forms, annual documentation, and enrollment-related workflows.
• Track enrollment progress and maintain accurate enrollment records.
• Draft and distribute enrollment communications, reminders, and status updates to prospective and newly enrolled families.
• Communicate regularly with the Admissions Department regarding enrollment status, outstanding requirements, and new student onboarding.
• Record and maintain specialized tuition payment plans and related documentation.
• Coordinate Magnus Health communications, monitor completion of required health documentation, and collaborate with nursing staff to ensure enrollment requirements are satisfied.

Student Records & Registrar Administration

• Maintain complete, accurate, and confidential student records in accordance with school policies and applicable regulations.
• Collect, review, organize, and maintain student documentation, including:
  • Transcripts
  • Report cards
  • Individualized Education Programs (IEPs)
  • Neuropsychological evaluations
  • Educational plans
  • Language waivers
  • Health and immunization records
  • Other supporting academic documentation
• Manage student demographic information, household structures, contact information, emergency contacts, profile photographs, and authorized pickup contacts.
• Verify and securely maintain required identity documentation for newly enrolled families and authorized pickup contacts in accordance with school policy.
• Maintain student permissions, including transportation authorizations, media releases, and related consent documentation.
• Manage student assessment identifiers, including NWEA and other required testing systems.
• Produce official transcripts and report cards and coordinate their distribution.
• Verify student academic records and graduation requirements.
• Maintain student course registration and scheduling data within Veracross.

Attendance & Compliance

• Maintain and reconcile student attendance records across multiple school systems.
• Prepare, distribute, and track attendance affidavits, notices, and related correspondence.
• Upload end-of-year attendance records to student files within Veracross.
• Ensure attendance, enrollment, and student records comply with applicable NYS/NYC regulations, school policies, and record-retention requirements.
• Support required state and school reporting related to student enrollment and records.

Family, Legal & External Records Requests

• Serve as the primary point of contact for student records requests from families, schools, colleges, agencies, attorneys, and authorized third parties.
• Prepare and process official transcripts, student records, and supporting documentation in accordance with school policy and privacy requirements.
• Coordinate with division leadership and school administrators when affidavits, witness statements, or supporting documentation are requested.
• Ensure confidentiality and compliance with all applicable student privacy laws and school policies when managing records and communications.

Administrative & Cross-Departmental Support

• Maintain accurate documentation and records related to enrollment, attendance, student records, and compliance activities.
• Draft, edit, and distribute communications related to enrollment, student records, attendance, and compliance initiatives.
• Collaborate with Admissions, the Business Office, Academic Leadership, Student Support Services, Learning Outcomes, Staff Development, Division Leadership, and other departments on cross-functional projects.
• Support school-wide initiatives involving student information systems, data collection, reporting, process improvement, and operational projects.
• Perform other duties as assigned in support of school operations and strategic initiatives.

Required Education and Experience:

• Bachelor's degree required.
• Minimum 3 years of related experience
• Exceptional customer service skills with the ability to work effectively with leadership, parents, faculty, and staff.
• Strong organizational skills and attention to detail in maintaining student records and data.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Substantial experience with Veracross, another Student Information System, or a similar large dataset database
• Proficiency with Google Workspace, including Google Drive.
• Strong problem-solving skills and initiative.
• Collaborative team player and positive representative of the School.

Preferred Education and Experience:

• Prior experience in education administration

Compensation and Benefits:

Compensation is dependent upon experience and degree obtained.

At Quad Prep full-time (or over 30 hours per week) employees will have access to a full range of benefits, including group medical, dental, and vision coverage; Health Savings Account (HSA), Flexible Spending Account (FSA), pre-tax transit, and dependent care (DC FSA) accounts; a 401K plan with a school match, and student loan repayment contributions (after one year of employment); and a range of professional development opportunities, including our First Year Support Program for all new faculty and staff.

Work Environment:

This job operates in a school setting. School is located on two campuses approximately two blocks away with the administrative office in a third location between the two campuses. All three buildings have an elevator. This role requires regular walking to various locations around the school.

Physical Demands:

While performing the duties of this job, the employee is regularly required to talk and listen. This position does not involve continuous standing, walking, and climbing stairs. The employee will be at a desk job and may occasionally lift and/or move items approximately 10 pounds. Typing is required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type and Expected Hours of Work:

This is a full-time exempt position in an educational facility that is open eight hours a day, 12 months a year. Occasional evening or weekend hours may be needed during busy periods. In general, though, hours are Monday-Friday 8am - 4pm.

Want to learn more about Quad Prep? Connect with us!

Want to learn more about Quad Prep? Connect with us!

***Note that currently, all employees are requested to be fully vaccinated and boosted for COVID-19. In the event of an outbreak of COVID-19 or any other communicable or infectious disease, or any public-health condition designated by the New York State Commissioner of Health, that in the School's sole discretion requires operational changes, the School reserves the right to establish and modify health and safety protocols, including requiring vaccination and/or vaccine boosters, testing, or other health requirements and requests for proof of compliance. ***