Registrar

Hawai'i Association Of Independent Schools; East Honolulu (HI); On-site; USD 50,000 - 70,000; Full time

Job summary

Hawai'i Association Of Independent Schools is seeking a Registrar to manage student records in Blackbaud and support the Dean of Academics and the Academics Team.

You will oversee enrollment, withdrawals, transcripts, and course scheduling while ensuring data accuracy and compliance with school procedures.

Qualifications

• Previous administrative or registrar experience.
• Ability to maintain accurate records and follow procedures.
• Strong written communications with attention to grammar.
• Proficiency with office software and databases.

Responsibilities

• Serve as the primary administrator of student records in Blackbaud.
• Maintain secure, complete student records throughout enrollment.
• Prepare transcripts, report cards, and verifications.
• Coordinate the master schedule with the Dean and Academics team.
• Support testing programs and graduation processes.

Skills

Records management

Blackbaud software

Administrative support

Data quality

Education

4 Year Degree

Tools

Blackbaud

Job description

The Registrar supports the school’s academic program by maintaining accurate and complete student records, coordinating essential academic processes, and providing administrative support to the Dean of Academics and Faculty and the Academics Team. As the primary administrator of student records within Blackbaud, the Registrar manages information throughout the student lifecycle—from enrollment through withdrawal or graduation and ensures that information entered or maintained by the Registrar is accurate, timely, and complete.

Because Blackbaud is a shared system used by departments and employees throughout the school, the Registrar’s work supports academic operations as well as the recordkeeping and reporting needs of Admissions, Advancement and Alumnae Relations, the Business Office, Communications, and other authorized users.

Essential Duties and Responsibilities

Student Records and Information Systems

• Serve as the primary administrator of student records within Blackbaud; create records for newly enrolled students and verify that information is entered accurately.
• Maintain current, complete, organized, and secure electronic and physical student records throughout enrollment, including authorized changes to student and family information; protect the confidentiality and integrity of records and ensure they are retained and released in accordance with school procedures and applicable requirements.
• Process student withdrawals, transfers, and graduations, including updating enrollment status and changing constituent classifications as appropriate.
• Initiate and coordinate the annual Blackbaud rollover process, verify the resulting student information, and address or appropriately elevate identified issues.
• Prepare, maintain, and securely transmit official transcripts, report cards, enrollment verifications, and other academic records to authorized recipients.
• Manage student and parent access to applicable Blackbaud functions and provide routine assistance with account access and system use.
• Generate authorized student, family, enrollment, and constituent lists and reports in support of school operations.
• Collaborate with Blackbaud users, appropriate school employees, and Blackbaud support to address system questions, discrepancies, and technical issues; refer data corrections to the department responsible for maintaining the affected information.

Academic Program Support

• Provide administrative support to the Dean of Academics and Faculty and the Academics Team, including coordinating appointments, meetings, college representative visits, communications, reports, lists, and other academic materials.
• Collaborate with the Dean of Academics and Faculty to build and maintain the master schedule; prepare individual student schedules and process approved schedule changes.
• Coordinate the collection and processing of grades and the timely production of report cards.
• Prepare, maintain, and securely transmit official transcripts, enrollment verifications, and other academic records to authorized recipients.
• Review incoming transfer records and credit histories in collaboration with the Dean of Academics and Faculty; complete final credit reviews and certify that students have satisfied graduation requirements.
• Support the annual review and publication of the course catalog, academic flowcharts, course offerings, and related information.
• Maintain the academic calendar and communicate relevant dates, deadlines, and procedures to students, families, faculty, and staff.

Testing and School Events

• Serve as School Testing Coordinator for designated standardized testing programs, including ERB, PSAT, and Advanced Placement examinations.
• Coordinate test registration, ordering, scheduling, facilities, communications, approved accommodations, proctor assignments, exam security, administration, and required post-exam processes.
• Collaborate with the Academics Team to coordinate Back-to-School Night and other assigned academic programs and events.
• Provide administrative and logistical support for graduation, including preparation and verification of diplomas, announcements, student records, and related materials.

Textbooks and Academic Materials

• Serve as the school’s primary contact for its online bookstore and coordinate annual bookstore setup and updates.
• Collaborate with faculty and the Academics Team to collect, verify, and publish required textbook, instructional-material, and student-supply information.
• Coordinate with the bookstore and other vendors to address availability, ordering, account, and other service issues.
• Purchase, distribute, track, and collect school-provided books and materials.

School Office and Administrative Support

• Serve as backup to the Office Manager and provide front-office coverage as needed, including answering telephone calls, greeting and assisting visitors, and responding to or appropriately routing routine requests.
• Coordinate assigned school communications and mailings, including the annual summer mailing.
• Maintain current procedures, forms, instructions, calendars, and other documentation related to the position’s responsibilities.
• Provide administrative support for school projects and activities related to the Registrar’s areas of responsibility.
• Perform other related duties as assigned in support of the Dean of Academics and Faculty, the Academics Team, and the purpose and responsibilities of the position.

Required:

• Previous administrative, records-management, registrar, or comparable office experience.
• Demonstrated ability to maintain accurate records, follow established procedures consistently, and review work carefully for completeness and accuracy.
• Demonstrated ability to produce clear, professional, and accurate written communications, with careful attention to grammar, spelling, tone, and intended audience.
• Proficiency with common office software and comfort learning and working extensively in database systems.
• Ability to safeguard confidential and sensitive information and exercise sound judgment when accessing, storing, transmitting, or releasing student and school records.
• Ability to work effectively and graciously with students and adults from a variety of backgrounds.
• Ability to manage competing priorities and maintain accuracy in an environment with frequent interruptions.
• Ability to work independently, exercise sound judgment, and collaborate effectively as part of a team.

Preferred:

• Experience working in a school or other educational setting.
• Experience maintaining student, academic, or similarly regulated records.
• Experience administering or serving as a primary user of Blackbaud or other student information system or comparable database.
• Experience supporting academic scheduling, transcripts, testing, or graduation processes.

Education:

4 Year Degree

Non-discriminatory Statement:

We want you to bring your authentic self to work every single day. We accept you for who you are and consider everyone on an equal opportunity basis without regard to ancestry; age; appearance; color; gender identity and/or expression; genetics; family or parental status; marital, civil union, or domestic partnership status; mental, physical, or sensory disability; national, social or ethnic origin; past or present military service; sexual orientation; socioeconomic status; race; religion or belief.