• Full Time
  • Greenwich, CT
  • Closing date: Aug 31, 2019

Website Carmel Academy

SUMMARY: The Registrar will support the school in every way to promote clarity for institution and families on enrollment numbers and status, academic record-keeping, and advancement towards graduation goals. The Registrar, in support of and coordination with the COO and other school administrators will be responsible for tuition tracking, invoicing of tuition receivables and record- keeping, and serve as point of contact for parents or educational lawyers with questions.


Knowledge and Skills:
·       Bachelor’s degree

·       Five to seven years of related experience in a non-profit organization

·       Budgeting and forecasting experience

·       Excellent communication skills both verbal and written

·       Excellent customer service and interpersonal skills

·       Superlative organization and time management skills

·       Strong analytical and problem-solving skills

·       Excellent technology skills

·       Experience working with Financial Edge preferred


ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned as necessary.


1.   Registrar for Core and PALS programs

·       Maintain enrolled student files

·       Validate all completed enrollment contracts in school software system (currently Blackbaud)

·       Create, maintain and publish report cards and transcripts

·       Ensure end of the year grade roll-over in school software system (currently Blackbaud)

·       Promote/graduate/withdraw students in school software system (currently Blackbaud)

·       Partner with Principal/Head of School to develop and implement academic schedules and classroom placements in school software system (currently Blackbaud)


2.   Tuition, scholarship, and reimbursement tracking and processing

·       Create and track FACTS tuition payments on-line

·       Maintain Student Billing database for accuracy; running aged accounts receivable reports and account balance reports monthly

·       Oversee collection of tuition for all programs

·       Reconcile Student Accounts Receivable and Advanced Deposits

·       Monitor and regularly provide COO with outstanding tuition balance information for follow-up with families and BOE settlement lawyers

·       Act as point of contact for parents appealing tuition assistance awards and with FACTS questions

·       Assist in dissemination of tuition assistance award letters

·       Track all scholarship information by grade and percentage

·       Create affidavits for PALS Board of Education tuition reimbursements


3.   General administrative duties

·       Communicate with lawyers for PALS families pursuing BOE settlements

·       Work with COO and Head of School to create annual school calendar

·       Schedule Parent Teacher Conference Appointments

·       Coordinate Testing including ERB’s and other standardized testing as needed

·       Coordinate logistics and details for 8th grade Israel Trip

·       Cover reception desk as needed when Office Manager is away from the desk.

4.  PALS Director support

·       During transition phase, support and inform news PALS director on process and procedures as needed


·       The Registrar will manage and maintain all information – written, electronic and verbal – with the highest degree of confidentiality.

·       The Registrar will understand and interpret the School’s mission and programs and provide the

·       support and assistance needed to promote the success of the mission and programs

·       The Registrar will communicate effectively and have the ability to read and interpret documents, and be able to provide clear written and oral information, and clear directions and explanations

·       The Registrar will have the ability to apply common sense and sensitivity to complex challenges

·       The Registrar must present him/herself professionally and work expected hours at all times, work easily with others, communicate effectively and responsibly, and keep the best interests of the school as his/her top priority

·       The Registrar must understand all conflicts of interest and safeguard the best interest of the school

·       The Registrar must aspire to and continue with professional development as workplace demands evolve

·       The Registrar will listen well and foster healthy communication with all levels of the organization including parents, children, staff, Board of Trustees, Teachers, and the Community at large

·       The Registrar will take initiative to solve problems before others may even be aware they exist ensuring fairness and taking into consideration precedent and past practice

·       The Registrar will assist in day to day office operations

·       The Registrar will maintain an open door policy for all personnel

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