Assistant Director of Academic Records

Ransom Everglades School; Miami (FL); On-site; USD 65,000 - 90,000; Full time

Job summary

Ransom Everglades School is seeking an Assistant Director of Academic Records to work with the Director of Academic Records to ensure data integrity, security, and proper use of student information in Blackbaud K-12 for Middle and Upper School. You will manage course requests, scheduling, enrollment, grading, transcripts, and data exports in collaboration with College Counseling and Academic leaders.

The role requires a Bachelor’s degree and experience in K-12 admissions/registrar functions,

Qualifications

• Bachelor's degree required.
• Experience in a registrar or academic records role in K-12 preferred.
• Proficiency in Blackbaud K-12 or equivalent SIS.
• Advanced Excel reporting/export skills.
• FERPA knowledge and data confidentiality.

Responsibilities

• Coordinate the annual course requests and enter all requests in Blackbaud K-12; update records.
• Update course records and four-year plans annually; prepare department recommendation spreadsheets.
• Develop scheduling timelines; build daily schedules, rotations, teaching assignments, and room charts.
• Process schedule changes, appeals, and conflicts year-round; remove non-returning students from courses.
• Schedule Advisory and Back to School Night; support Parent Curriculum Night logistics.
• Manage graduation requirements and transfer credits; provide GPA data to College Counseling, Athletics, and Admissions.
• Issue transcripts to students, families, alumni, and transfer schools after Business Office clearance.
• Maintain data integrity across student, parent, and course records in Blackbaud K-12.
• Produce QA reports and data exports for school departments and Steckley (including student photos).
• Train and support faculty and staff on Blackbaud K-12 usage.
• Handle records requests and verifications; monitor mailbox and process requests accordingly.
• Perform other related duties as assigned.

Skills

Excellent communication

Interpersonal skills

Discretion

Attention to details

Education

Bachelor's degree

Tools

Blackbaud K-12

Excel

Job description

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 course requests, scheduling, enrollment, grading, transcripts, 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.ResponsibilitiesCoordinate the annual course request process and timeline with Campus Heads; produce personalized course request forms and four-year plans, and enter all requests in BlackbaudUpdate course records and course of study information annually; prepare department recommendation and placement spreadsheets and track new student placements and electivesDevelop scheduling timelines and procedures; build daily schedule outlines, block rotations, sectioning, teaching assignments, room charts, and classroom capacitiesEnroll Upper and Middle School students, resolve conflicts, and conducts schedule review with academic leaders and College CounselingProcess schedule changes, appeals, and conflicts year-round; remove non-returning students from coursesSchedule Advisory and Back to School Night, and support Parent Curriculum Night logisticsSchedule and register students for academic programs (Pathways, Varsity Speech Team, Independent Study, Bowden Fellows); maintain Pathways checklists and support new program developmentPartner with Dean of Student Activities on both campuses for annual club offerings, activity leaders, and rooms; assist with Middle School request and enrollment processHandle grading setup, grade plans, report cards, and transcript access in Blackbaud K-12Audit graduation requirements and transfer credits; provide GPA data to College Counseling, Athletics, and Admissions.Issue transcripts to students, families, alumni, and transfer schools after Business Office clearance; support international student matriculation.Maintain data integrity across student, parent, and course records in Blackbaud K-12, the school's database of recordManage paper and digital records, retention, and purging; maintain transcript and diploma filesHandle records requests and verifications; monitor the unit’s mailbox and process requests accordinglyProduce quality assurance and analytical reports and data exports for school departments, the online bookstore, and Steckley (including student photos)Prepare Honor Society eligibility criteria from the Student Handbook and assist with certificate productionSupport Cum Laude communications and ceremony logisticsTrain and support faculty and staff on Blackbaud K-12, including gradebooksPerform other related duties as assigned.QualificationsBachelor's degree requiredExperience in a registrar, academic records, or scheduling, preferably in an K-12 independent schoolProficiency in Blackbaud K-12 or equivalent student information system and advanced Excel reporting/data exportsSkills and AbilitiesExcellent communication and interpersonal skillsClear, service-minded communication with students, families, faculty, and alumniKnowledge of FERPA complianceDiscretion with confidential recordsAttention to details