Assistant Director of Academic Records

Ransom-Everglades School, Inc.; Miami (FL); On-site; USD 65,000 - 85,000; Full time

Job summary

Ransom Everglades School, Inc. in Miami seeks an Assistant Director of Academic Records to safeguard student data in Blackbaud K-12 and oversee upper and middle school records, scheduling, transcripts, and enrollment.

Reporting to the Chief of Innovation and Strategic Programming, this 12-month full-time role partners with Campus Heads, Academic Deans, Department Chairs, and College Counseling to maintain data integrity and support academic planning.

Qualifications

• Bachelor's degree required.
• Experience in a registrar, academic records, or scheduling role, preferably in a K-12 independent school.
• Proficiency in Blackbaud K-12 or equivalent student information system and advanced Excel reporting/data exports.

Responsibilities

• Maintain data integrity across student, parent, and course records in Blackbaud K-12.
• Produce QA and analytical reports for departments, the online bookstore, and Steckley.
• Train and support faculty and staff on Blackbaud K-12.
• Assist with annual course requests, four-year plans, and catalog updates.
• Update course records, schedules, and track student placements and electives.
• Assist with producing student schedules for events and logistics.
• Enter course requests and enroll students, resolve conflicts, and review schedules.
• Process schedule changes and verify non-returning students.
• Support data for programs like Pathways and Bowden Fellows.
• Manage records retention, transcripts, and diplomas; handle requests.

Skills

Excellent communication

FERPA compliance

Discretion with confidential records

Attention to detail

Service-minded communication

Education

Bachelor's degree

Tools

Blackbaud K-12

Excel reporting

Job description

Job Details: Job Location: UPPER SCHOOL - MIAMI, FL 33133, The Assistant Director of Academic Records at Ransom Everglades School works closely with the Director of Academic Records to ensure the integrity, security, and proper use of student data within Blackbaud K-12. The Assistant Director of Academic Records handles the day-to-day maintenance of academic records, academic scheduling, enrollment, grading, transcript management, and data integrity in Blackbaud K-12 for the Upper School and Middle School, partnering with Campus Heads, Academic Deans, Department Chairs, and College Counseling. This is a 12-month full-time administrative position reporting to the Chief of Innovation and Strategic Programming.

Responsibilities

• Maintain data integrity across student, parent, and course records in Blackbaud K-12, the school's database of record
• Produce quality assurance and analytical reports and data exports for school departments, the online bookstore, and Steckley (including student photos)
• Train and support faculty and staff on Blackbaud K-12
• Assist with the annual course request process, personalized student request forms, four-year plans, and course catalog updates in partnership with campus heads
• Update course records and course of study information annually; prepare department recommendation and placement spreadsheets and track new student placements and electives
• Assist the Head of the Upper School with producing student schedules for Back to School Night and managing Parent Curriculum Night logistics
• Assist with developing scheduling timelines and procedures; building daily schedule outlines, block rotations, sectioning, teaching assignments, room charts, and classroom capacities
• Enter all course requests in Blackbaud and enroll Upper and Middle School students, resolve conflicts, and conduct schedule reviews with academic leaders and College Counseling
• Process schedule changes, appeals, and conflicts year-round; remove non-returning students from courses
• Support scheduling and maintaining data for special programs (e.g., Pathways, Independent Study, Bowden Fellows)
• Partner with Dean of Student Activities on both campuses for annual club offerings, activity leaders, and rooms; assist with Middle School clubs request and enrollment process
• Manage paper and digital records, retention and purging; maintain transcript and diploma files
• Handle records requests and verifications; monitor the departmental email accounts and process requests accordingly
• Issue transcripts to students, families, alumni, and transfer schools after Business Office clearance; support international student matriculation
• Audit graduation requirements and transfer credits; provide GPA data to College Counseling, Athletics, and Admissions as needed
• Assist with the preparation of Honor Society induction ceremony packets
• Support leadership with Cum Laude communications and ceremony logistics
• Perform other related duties as assigned

Qualifications

• Bachelor's degree required
• Experience in a registrar, academic records, or scheduling role, preferably in a K-12 independent school
• Proficiency in Blackbaud K-12 or equivalent student information system and advanced Excel reporting/data exports

Skills and Abilities

• Excellent communication and interpersonal skills
• Clear, service-minded communication with students, families, faculty, and alumni
• Knowledge of FERPA compliance
• Discretion with confidential records
• Attention to details