Registrar

Details

Posted: 27-Mar-25

Location: San Antonio, Texas

Type: Full Time

Categories

Registrar

Job Description

Position Title:

Registrar

Position Type: Full-time

Department

Academics

Classification: Exempt

Reports To

Head of Middle School

Job Summary

The Registrar manages student schedules, academic records, and the school's master calendar. This role involves detailed organizational skills, close collaboration with academic leaders, and effective communication with faculty, students, and families. The Registrar serves as a critical link between the academic, administrative, and student support functions of the school, ensuring the integrity and security of all student academic records while supporting the mission of the school through effective scheduling, record keeping, and calendar coordination

Essential Job Duties

Academic Records and Calendar Management

• Develop and maintain the school's master calendar, coordinating with key stakeholders to ensure comprehensive planning of academic events, special schedules, and school functions.
• Establish and maintain secure systems for student academic records, including transcripts, grade reports, and enrollment documentation.
• Oversee comprehensive course registration processes, including:
• Developing and implementing timeline for course selection and registration
• Creating and distributing course selection materials to students and families
• Processing student course requests and building individual student schedules
• Resolving scheduling conflicts and ensuring compliance with graduation requirements
• Optimizing class rosters to balance class sizes and teacher workloads
• Ensure accurate and timely processing of grade reports, transcript requests, and other academic documentation.
• Implement systematic processes for requesting, tracking, and processing new student records from previous schools, including special protocols for international students.
  
  

Graduation, Testing, and Academic Support

• Collaborate with the Assistant Head of Upper School for Student Programs on graduation planning, including verification of graduation eligibility and preparation of necessary materials.
• Coordinate logistical aspects of standardized testing, midterm/final exams, and other assessment events.
• Support college application processes by maintaining and providing accurate transcript and testing data.
• Serve as an active member of the Academic Council, providing data-driven insights to support academic planning and decision-making.
  
  

Communication and Administrative Support

• Serve as a key liaison between academic departments, students, families, and external agencies regarding academic records and scheduling.
• Communicate effectively with faculty regarding academic deadlines, processes, and student information.
• Train and support faculty and staff in the use of the school's student information system.
• Generate reports and analyses to support Division Heads, Department Chairs, and other school leaders in strategic planning and daily operations.
  
  

Education

Bachelor's degree required; advanced degree preferred. Experience in education administration or registrar's office preferred.

Experience

A minimum of five years of relevant experience, preferably in an academic setting with a complex course catalog.

Licenses/Certifications

N/A

Skills

• Strong organizational and time management skills with attention to detail and accuracy.
• Proficiency with student information systems (e.g., Blackbaud, Veracross, FACTS) and Microsoft Office/Google Workspace.
• Ability to maintain confidentiality and demonstrate sound judgment in handling sensitive information.
• Excellent interpersonal, communication, and problem-solving skills.
• Ability to work collaboratively with faculty, staff, students, and parents.
• Familiarity with independent school environments is a plus.
  
  

Physical Activities

• Constantly uses fingers and hands when documenting observations, dialing/answering the telephone, and operating a computer or other office machinery, such as a ten-key number pad or calculator, copy machine, and computer printer.
• Ability to hear average or normal conversations and receive ordinary information through verbal communications in person or over the telephone.
• Average, ordinary visual acuity necessary to prepare or inspect documents or reports, or operate a computer or other office machinery.
• Occasionally moves about, push/pull, climbing, stooping, kneeling, standing, and/or ascends/descends stairs to gather or deliver documents; access office machinery (copy machine, computer printer, and the like); attend classroom sessions; meet with co-workers; and/or perform related duties.
• Lifts, transfers, or moves up to 25 lbs. of folders, files, equipment, supplies, or other materials on a daily basis.
  
  

Working Conditions

• Standard office atmosphere located inside a building with no hazardous or significantly unpleasant conditions.
• May be exposed to outdoor elements while supporting school events.
  
  

Conceptual/Intellectual Activities And Other Requirements

• Ability to recognize and initiate opportunities to improve overall processes and procedures.
• Highly technology savvy with the ability to learn new software quickly.
• Constantly convey detailed or important instructions or ideas accurately, clearly, and/or quickly.
• Project a courteous, professional and positive approach while providing prompt, efficient, and accurate service.
• Ability to exercise discretion with highly confidential matters in a sensitive manner with tact, respect, and courtesy.
• Understand, remember, follow, and exchange basic instructions, information, and guidelines.
• Organize thoughts and ideas into understandable terminology.
• Regular attendance, dependability and punctuality in conformance with the standards are essential to the successful performance of this position.
  
  

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About TMI Episcopal

Founded in 1893, TMI Episcopal (TMI) is the flagship private school of the Episcopal Diocese of West Texas. Located in San Antonio, TMI educates students in grades 6-12 and is the oldest Episcopal Church-sponsored, college-preparatory school in the Southwest. TMI offers an optional JROTC program, and 5-day or 7-day boarding for students in grades 8-12. The mission of TMI is to provide an excellent educational community, with values based on the teachings of Jesus Christ, challenging motivated students to develop their full potential in service and leadership. TMI is at the leading edge of sound educational innovation through creative approaches to teaching and learning, providing a well-rounded experience for day and boarding students from diverse backgrounds through a strong co-curricular program of athletics, fine arts, community service. TMI recently opened the Walker Innovation Center. The Walker Innovation Center is an 8,000 square foot space that includes a fab-lab maker space, idea labs, a dedicated robotics room, AR/VR lab and a sound and broadcasting space. The Walker Innovation Center is under the direction of our Dean of Innovation and is available to all faculty... to use for stand-alone projects or to facilitate the ongoing integration of Design Thinking and project based learning in an effort to instill in our students the benefits of real-world problem solving.

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