Registrar and Database Coordinator

As the EBI Registrar and Database Coordinator, you’ll play a key role in maintaining and supporting the school’s data systems to ensure accurate, organized, and secure information across multiple areas. You will oversee student, family, academic, and HR records, ensuring compliance and working with the technology manager to safeguard all data. Additionally, you’ll collaborate closely with the Director of Advancement and the Director of Strategic Enrollment Management to support admissions and enrollment processes. In addition to maintaining essential student information, you will assist with database coordination, training users, and supporting various school functions with dashboard and data management tools. Your proactive communication and attention to detail will be critical in supporting the admissions, enrollment, and ongoing family engagement processes.

Key Responsibilities:

• Manage, verify, and archive student records, including academic records, and emergency and immunization data.
• Assist with maintaining and troubleshooting key databases, student record software, and donation systems, ensuring data accuracy, security, and integrity across all platforms.
• Support the development and maintenance of database structures, creating customized reports and dashboards to track academic, HR, finance, development, and admissions data.
• Assist with data migration, system updates, and integration efforts to ensure seamless functionality and data flow between various systems.
• Monitor and evaluate database performance, suggesting improvements or adjustments as needed to enhance usability and efficiency.
• Ensure compliance with privacy regulations (e.g., FERPA) and that all actions adhere to local, state, and federal regulations.
• Communicate with other schools to handle transcript requests and transfers.
• Support departments in creating and maintaining dashboards to track key data (Academic, HR, Finance, Development, Admissions).
• Train and support users of the EBI databases, ensuring accurate data capture and consistent information across all modules. Stay current on database updates and enhancements, guiding staff in the effective use of functionality.
• Serve as the liaison for FACTS, supporting the student information system and the enrollment process.
• Oversee the enrollment process, including the collection of forms and contracts for current and prospective students.
• Serve as the liaison for Ravenna, managing application paperwork and teacher evaluations for prospective students.
• Maintain an organized filing system for prospective student information and assist with admissions events and screenings.

What We’re Looking For in Our School Registrar and Database Coordinator:

• A Passion for Organization: You thrive in an organized environment, managing multiple tasks and projects at once while keeping everything running smoothly. You’re detail-oriented and can easily prioritize to meet deadlines without missing a beat.
• A True Team Player: You enjoy collaborating with others and bring a cooperative spirit to everything you do. You handle confidential information with the utmost professionalism and respect.
• A Desire to Help: With excellent interpersonal skills, you show patience, discretion, and good judgment when interacting with others. Your customer service skills shine whether you're helping in person or over the phone.
• Database & Tech-Savvy: You have a solid understanding of database systems (including student record software, and donation platforms). You are skilled in supporting data workflows, ensuring the accuracy of information, and helping to maintain efficient systems.
• Outstanding Communication Skills: You’re a clear communicator, both in writing and verbally, ensuring messages are received accurately and professionally.
• Analytical and Problem-Solving Skills: You have a knack for identifying issues and helping to improve processes to make things run smoothly.