Registrar

Job Description

Job Description

Summary

Wayland is an independent, coed college preparatory high school for boarding and day students, founded in 1855. The school’s rich, rigorous academic program features exceptionally small classes, capstone projects at every grade, an active STEAM program, and an array of AP offerings. The diverse and welcoming school community brings together students from across the United States and more than 25 other countries in an intimate learning environment, with a student-faculty ratio of 7:1. Wayland’s historic campus is located in the heart of the Midwest in Beaver Dam, Wisconsin—just 40 miles from Madison and 60 miles from Milwaukee.

With a diverse student body, the educational experience and community at Wayland provide the perfect learning environment for the 21st century. The wide-ranging electives, STEAM offerings, and capstone projects provide students with the opportunity to explore areas of individual interest and personalize their experience. Our school motto, “Knowledge and Character,” guides us in preparing our students for successful futures.

Essential Functions

The Registrar is an essential link between the academic programs and policies, students, faculty, conveying information to guardians, other schools, employers and government agencies. The Registrar also leads and assists in planning events.

The primary responsibilities of this role are: 1) Administer Blackbaud Education Management system SIS and LMS to create the new academic school year, gradebooks, daily schedule, courses, transcripts, report cards, student schedules and attendance. 2) Communicate with and integrate new students and parents into Wayland’s academic programs along with answering questions that new families have about Wayland and assist them with setting up their MyWayland accounts. 3) Answer faculty questions regarding Blackbaud/MyWayland. 4) Lead the organization on Commencement/Honors Convocation and assist with Family Weekends. 5) Use SchoolAdmin software to manage new student files.

Registrar Functions:

• Manage details for courses each semester and setup in MyWayland and Update the Curriculum Guide in MS Word that is posted to the website.
• Manage the scheduling of students including balancing classes for size and gender, teachers’ preferences, classroom availability, class sizes and teaching loads. Flag for ACADEMIC DEAN any areas of concern.
• Build the Daily Schedule in MyWayland that is followed by teachers, students, staff and parents/guardians. Participate in the accuracy of the printed student planners.
• Manage and communicate MyWayland log-in details with new students and families, steps for requesting courses and answer questions/concerns about which courses they are qualified/expected to take.
• Manage student records for accuracy including personal information, health information, attendance, and transcripts.
• Manage grade and transcript processing, coordinate academic information for graduation clearance, and compile statistical information and prepare reports.
• Coordinate with other Department Chairs, faculty, and College Counseling in determining proper upper-level courses for students.
• Regulate the calculations to update transcript GPAs on transcripts and create Honor Roll lists and Senior awards.
• Create schedule for and oversee AP testing. Organize materials, work closely with proctors to ensure proper procedures are adhered to verify room setups and mail materials as instructed by the College Board.
• Regulate apostille requests and process through the Secretary of State’s office.
• Manage summer school schedules and grades.
• Maintain current and archival student and curricular records in compliance with FERPA.
• Coordinate purchasing for faculty and the academic office.
• Lead the organization of Commencement & Honors Convocation working with seniors, parents, Jostens for faculty, administrators, guest speaker, Board Chair and seniors’ gowns and diplomas, Cum Laude tassels, award vendors, florist, food service and facilities and other participants.
• Facilitate Fall Family and Spring Family weekends i.e. registration, parent-teacher conferences, classroom visits.
• In charge of display flags in Swan library to represent countries at the Academy.
• Master use standard office equipment and computer applications Microsoft Office, Blackbaud’s Education Management System, Blackbaud’s Education Edge, Orah and SchoolAdmin and train employees as needed.
• Maintain highly confidential information.
• Manage the records retention for the Academic office.
• Oversee MyWayland sign in messages for students, parents/guardians, and employees.

Administrative Assistant Functions:

• Provide confidential, consistent, and professional administrative support to the ACADEMIC DEAN.
• Regularly update the school calendar for academic office and other areas.
• Assist with training new employees.
• Monitor teacher and student absence/tardiness and communicate with HR and Dean of Students.
• Handle postage and shipping for academic letters and packages.
• Order materials, primarily from Amazon and Walmart, for the Academic Office and academic departments.

Wayland Academy expects all staff to be fully engaged in the school's mission. To that end, the Employee is expected to be a positive role model for students.

Competencies

• Welcoming demeanor to work with domestic and international high school students, parents and teachers;

• Detail orientation is essential;
• Discretion and independent judgment regarding student retention, student/parent satisfaction and interaction, and overall customer service;
• Anticipation, discretion, and independent judgment when problem-solving regarding the Academy’s questions, issues, and needs;
• Ability to discretely and carefully handle and work with confidential information;
• A deep understanding of the Academy’s computer systems, policies, and culture;
• Ability to be flexible while organizing multiple co-temporal projects;
• Ability to competently and professionally complete tasks independently and effectively interact with other employees as part of a team;
• Excellent writing, proofreading, and interpersonal skills (both written and spoken);
• Be energetic, self-motivated, and goal-oriented;
• Have compassion for students and colleagues, with a high level of cultural competency.

Preferred Qualifications:

• Bachelor's degree and/or five or more years of administrative assistance experience, preferably in an academic environment.
• Expertise or proficiency in Microsoft Office 365 and Microsoft Office Teams
• Expertise or proficiency in Blackbaud’s Education Management SIS and LMS, and Blackbaud’s Education Edge or the ability to learn.
• Knowledge of SchoolAdmin is a plus.
• Ability to remain calm in unexpected and dynamic situations.

Supervisory Responsibilities:

This position may occasionally supervise students or student groups.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee will occasionally work outside, in various weather conditions. The noise level in the work environment is usually moderate.
• The hours for this position are generally fixed at 40 hours per week. The daily start / stop time may fluctuate slightly depending on the school activities for the week.

Physical Demands

• 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to walk, stand, sit, and talk or hear. The employee is occasionally required to use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.
• Regular and predictable on-site attendance is an essential job function and a prerequisite to perform other functions of the job.

Work Authorization

• Employee must be authorized to work in the United States of America.
• Employee must provide identification documentation, provide a list of all states/countries of residence over the past seven years, and pass a comprehensive consumer background check (criminal, department of motor vehicle, credit, and others as needed) prior to employment.

Affirmative Action/EEO statement

Wayland Academy is committed to a workplace free of discrimination. Wayland Academy cannot and will not tolerate discrimination based on race, color, religion, sex (including pregnancy, sex stereotyping, gender identity, gender expression or transgender status), national origin, sexual orientation, physical or mental disability, age protected genetic information, status as a parent, marital status, political affiliation, or retaliation. In addition, Wayland Academy will not tolerate any type of harassment, either sexual or nonsexual, of any employee or applicant for employment.

Other Duties

Employees may have reasonable duties and responsibilities assigned to him/her by the Academic Dean or the Head of School, that is deemed in his/her sole discretion to be desirable to the smooth functioning of Wayland Academy.