Registrar & Database Manager
Mayfield Junior School of the Holy Child Jesus
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Benefits offered by this job
Job summary
Mayfield Junior School is seeking a Registrar/Database Manager in Pasadena, CA. This role oversees student records, enrollment workflows, and acts as the primary administrator for database platforms to support the student lifecycle from enrollment to transcripts.
The ideal candidate will have a Bachelor’s degree preferred and at least three years registrar experience in a school setting, with strong data management and cross‑system integration skills.
Qualifications
- Minimum of three years registrar experience or equivalent in a school setting.
- Bachelor’s degree preferred.
- Experience with school registrar operations and data systems is preferred.
Responsibilities
- Lead internal Database User Group for platform alignment and efficiency.
- Manage Blackbaud Core including IDs, roles, access control, and login issues.
- Conduct annual data rollover and setup, update contacts, audit errors, and merge duplicates.
- Sync data and map integrations between Blackbaud and third‑party apps (Clever, Magnus Health, Apple School Manager, FinalSite Connect).
- Oversee Schoology (LMS) data imports, user accounts, and semi-weekly grade exports.
- Develop systems to verify race/ethnicity data, custodial info, and parent volunteer documentation.
Skills
Education
Tools
Job description
Responsible for organizing and managing all activities related to student record keeping, including registration, enrollments, and file management, while also serving as the primary administrator for the school’s various database platforms. This role bridges academic administration with technical data management, overseeing the student lifecycle from enrollment and scheduling to institutional data integrity. Additionally, this position is responsible for managing and coordinating the High School Application process with the High School Mentor, Director of Middle School, Head of School, and 8th-grade families.
- Lead the internal Database User Group for platform alignment and efficiency.
- Act as the primary Platform Manager in Blackbaud Core, managing IDs, user roles, access control, and troubleshooting login issues.
- Conduct the annual master rollover and yearly data setup, including constituent contact updates, auditing for errors, and merging duplicate users.
- Manage data syncing and integration mapping between Blackbaud and third-party applications (Clever, Pick-a-time, Magnus Health, Apple School Manager, FinalSite Connect).
- Oversee Schoology (LMS) by importing academic data, managing user accounts/relationships, and running semi-weekly grade exports.
- Develop and manage systems to verify student race/ethnicity data, sensitive custodial information, and parent volunteer documentation.
- Remain current with emerging technologies, database management trends, and best practices to ensure the school's systems remain efficient and secure.
- Build Lower School and Middle School schedules and create all courses and co-curriculars in the Student Information System.
- Manage the enrollment of new students and the re-enrollment and promotion of existing students into the school.
- Maintain the organization, storage, disposition, and transmission of current and cumulative student academic files.
- Verify the accuracy of report cards, facilitate their distribution, and maintain student transcripts for distribution to academic institutions.
- Oversee the K-8 assessment process (e.g., MAP Growth), including ordering, rostering, maintaining reports, and training faculty on test proctoring.
- Oversee the creation, distribution, collection, and storage of Field Trip Waivers and permission slips.
- Manage the ordering of textbooks and resources with direction from the Dean of Academic Life.
- Prepare records for First Eucharist and coordinate with the assigned parish.
Posted: 14-Jul-26
Location: Pasadena, California
Type: Full Time
Salary: $70,000-$85,000
Registrar
Salary depends on experience
4 Year Degree
Responsible for organizing and managing all activities related to student record keeping, including registration, enrollments, and file management, while also serving as the primary administrator for the school’s various database platforms. This role bridges academic administration with technical data management, overseeing the student lifecycle from enrollment and scheduling to institutional data integrity. Additionally, this position is responsible for managing and coordinating the High School Application process with the High School Mentor, Director of Middle School, Head of School, and 8th-grade families.
- Lead the internal Database User Group for platform alignment and efficiency.
- Act as the primary Platform Manager in Blackbaud Core, managing IDs, user roles, access control, and troubleshooting login issues.
- Conduct the annual master rollover and yearly data setup, including constituent contact updates, auditing for errors, and merging duplicate users.
- Manage data syncing and integration mapping between Blackbaud and third-party applications (Clever, Pick-a-time, Magnus Health, Apple School Manager, FinalSite Connect).
- Oversee Schoology (LMS) by importing academic data, managing user accounts/relationships, and running semi-weekly grade exports.
- Develop and manage systems to verify student race/ethnicity data, sensitive custodial information, and parent volunteer documentation.
- Remain current with emerging technologies, database management trends, and best practices to ensure the school's systems remain efficient and secure.
- Build Lower School and Middle School schedules and create all courses and co-curriculars in the Student Information System.
- Manage the enrollment of new students and the re-enrollment and promotion of existing students into the school.
- Maintain the organization, storage, disposition, and transmission of current and cumulative student academic files.
- Verify the accuracy of report cards, facilitate their distribution, and maintain student transcripts for distribution to academic institutions.
- Oversee the K-8 assessment process (e.g., MAP Growth), including ordering, rostering, maintaining reports, and training faculty on test proctoring.
- Oversee the creation, distribution, collection, and storage of Field Trip Waivers and permission slips.
- Manage the ordering of textbooks and resources with direction from the Dean of Academic Life.
- Prepare records for First Eucharist and coordinate with the assigned parish.
- Manage and coordinate the High School Application process in close concert with the High School Mentor, Director of Middle School, and Head of School.
- Oversee the collection, production, and mailing of all high school recommendations and official transcripts.
- Act as a primary liaison between 8th-grade families and high schools, providing communication and support as necessary.
- Coordinate the event planning and logistics for both Baccalaureate and Graduation.
- Assist the Director of Middle School with specific 8th-grade needs and transition tasks.
- Participates as a member of the Administrative Support Team, providing back up to the Front Desk and School Nurse as needed.
- Collaborate with the Enrollment team to build online inquiry and application forms; train Enrollment staff on data processing to ensure a seamless transition of records from applicant to student.
- Collaborate with Advancement to provide profile change reports and manage Grandparent Contact Information forms.
- Maintain family contact information and emergency communication contacts, conducting syncs from Blackbaud to Finalsite Connect.
- Train new hires and current faculty on school systems, including Blackbaud, Schoology, and NWEA.
- Serve as backup for the calendaring request system.
- Complete all other duties as assigned.
- Collaborative and creative team player.
- Excellent oral and written communication skills.
- Excellent interpersonal skills with the ability to interact with a wide and diverse population.
- Ability to multitask, prioritize, and follow through effectively.
- High level of organizational skills with high attention to detail, accuracy, and protocol.
- Ability to read and interpret computer reports, transcripts, and related documents.
- High level of flexibility, responsiveness, patience, compassion, and kindness.
- High level of discretion in maintaining the confidentiality of sensitive information.
- High level of commitment to providing excellent customer service.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit; frequently required to talk or hear; and occasionally required to stand, walk, and reach with hands and arms, and/or use hands to handle or feel. The employee is occasionally required to move and/or lift up to twenty-five (25) pounds. Specific vision abilities required for this position include close vision and the ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of their job. The job is performed under minimal temperature variations, and in a clean environment. Indoor classrooms, outdoor school yard and grounds. Exposure to student and playground noise.
- Bachelor’s degree in related field preferred
- Minimum of three years registrar experience or equivalent combination of education and experience. Experience in a school setting is preferred.
Create a Job Match for Similar Jobs
Thank you for your interest in joining the Mayfield Junior School community. We welcome qualified candidates in the areas of academics, administration and operations to join our team. Who We Are | Founded in 1931 by the Society of the Holy Child Jesus, Mayfield Junior School is a leading independent, Catholic school serving students in kindergarten to eighth grade. Mayfield is distinguished by the Holy Child educational philosophy of Cornelia Connelly, the Society’s founder. Connelly’s pioneering belief of developing the whole child as an intellectual, spiritual, creative and athletic person set the standard for Mayfield 89 years ago. This belief guides the innovative educational program we provide and inspires our vision into the future. Our Mission Mayfield Junior School, a Catholic independent school founded and sponsored by the Society of the Holy Child Jesus, implements the philosophy of the Holy Child Schools which is based on trust and reverence for the dignity of every person. We are committed to the religious and educational development of each child and to maintaining a sense of community and family spirit that welcomes people of diverse backgrounds. At Mayfield ea...ch child is challenged to reach his or her potential. We encourage our students to respond to the needs of our time with compassion, integrity and confidence in God and in their own gifts. Educational Vision Statement Guided by our Holy Child heritage, we provide a distinctive educational experience that balances tradition and innovation in an intellectually challenging and creative environment. Students discover their best selves as they question, collaborate, and connect in a joyful community.
Mayfield’s dynamic and inclusive community—students, faculty, staff, administration, parents and alumni—is one of faith-in-action wrapped in a spirit of joy. Contributing to the lives of others is a tangible expression of God’s love for one another. Our ‘One Mayfield’ culture fosters respect, excellence and meaning. The school community values its rich tradition and purposefully sets its sight on defining what is best for students. Faculty and staff are called to implement the school’s Mission every day by nurturing the growth of each student through dynamic learning opportunities.
Mayfield Junior School offers a competitive compensation package and wide-ranging professional development opportunities. In a collegial and supportive environment filled with forward thinkers, faculty and staff are provided the tools and resources enabling each the opportunity to thrive.
The San Gabriel Mountains provide a picturesque backdrop to our neighborhood campus located in the vibrant city of Pasadena. Mayfield Junior School is just 10 miles north of Downtown Los Angeles, south of the world-famous Rose Bowl, east of bustling Old Pasadena and west of the California Institute of Technology. Get to and around Pasadena thanks to Mayfield Junior School’s close proximity to convenient transit and light rail options.
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