Registrar & Database Manager

ALCUIN SCHOOL - 3.7

Dallas, TX Job Details Full-time 15 hours ago Qualifications Records disposition policies Authorization controls implementation Data analysis reporting IT user and group management Operations coordination Spreadsheets Student record keeping Data Retention (Data management) Student database management Data recovery Student information system Family Educational Rights and Privacy Act (FERPA) User training (technical support) Database security management Data summary reports Bachelor's degree Staff training Data access controls implementation Data backup Systems & applications support Productivity software Access control management Training & development Root cause analysis Full Job Description

GENERAL POSITION SUMMARY

The Registrar & Database Manager safeguards the accuracy, integrity, and usefulness of Alcuin School's student, family, enrollment, and academic information. The position administers core school data systems and registrar processes so families receive reliable information, faculty and staff can perform their work, and school leaders can make informed decisions. The role serves students from 18 months through grade 12, acts as a custodian of official student records, and handles confidential print and digital records requiring consistent judgment, discretion, and follow-through.

JOB SCOPE

Reporting to the Director of Technology and Innovation, this position serves as the primary administrator for Blackbaud Education Management and coordinates data across Ravenna, ManageBac, CampBrain, and authorized SEVIS workflows. The role owns day-to-day data quality, access administration, seasonal enrollment and academic processing, recurring reporting, and assigned accreditation evidence and data support. It has no formal supervisory responsibility and works closely with Admissions, the Business Office, division leaders, the Health Office, Advancement, Technology, and school leadership. The position exercises judgment within approved policies and escalates financial, policy, privacy, or legal decisions outside its assigned authority.

ESSENTIAL FUNCTIONS

Student and Family Records Maintain complete and accurate student, parent, guardian, household, and directory records for current and former students in Blackbaud and approved archives, including family relationships, access permissions, and authorized contact information. Process new-student setup, withdrawals, grade or level transitions, and mid-year changes in accordance with approved workflows and deadlines. Administer annual student forms, emergency-release records, pickup authorizations, and related data-validation processes. Reconcile records across systems, investigate discrepancies, and coordinate timely corrections with the appropriate data owners. Apply approved policies and schedules for the retention, archiving, authorized use, secure destruction, backup, and recovery of print and digital student records; coordinate with Technology to protect records against catastrophic loss. Support Admissions in verifying receipt of official student-progress records directly from sending schools before an offer of admission is finalized, and respond promptly to authorized written transcript or student-record requests, escalating any delay or restriction. Enrollment and Contract Administration Configure and manage annual enrollment and re-enrollment contract cycles using approved templates and language, including tuition and financial-aid fields and dates; verify that configured contracts accurately reflect approved behavioral expectations and financial commitments. Generate, track, and process contracts with Admissions and the Business Office; monitor incomplete contracts, required entries, and checklist completion. Validate and import new-family data from Ravenna into Blackbaud, resolve import errors, and maintain supporting documentation. Produce enrollment-status updates; support clear, timely, and consistent administration of approved admissions and enrollment requirements, deadlines, and financial information; and escalate exceptions that require policy, financial, or leadership decisions. Apply approved admissions and enrollment workflows consistently and in support of the School's nondiscrimination policies; safeguard confidential applicant and financial-assistance information within assigned systems. Academic Records and Scheduling Maintain course, grade, attendance, report-card, and transcript systems and coordinate official transcript processes to protect the accuracy and integrity of academic records. Support middle and upper school course requests, schedule changes, and the development of master and individual student schedules. Prepare alternative schedules for special events, modified school days, and other approved calendar variations. Maintain the academic-records calendar and perform quality-control reviews for grade entry, report cards, schedules, and transcripts. Systems Administration and Access Serve as the primary administrator for Blackbaud Education Management and maintain user roles and permissions through approved access and least-privilege practices; conduct documented periodic access reviews and coordinate prompt access changes or removal when roles change. Administer related systems, including ManageBac, CampBrain, Ravenna integrations, and authorized SEVIS workflows, within assigned permissions and applicable requirements. Maintain school forms, calendar items, portal settings, and website content that require system-level access. Coordinate with Technology and system vendors on integrations, testing, upgrades, troubleshooting, and issue resolution. Document material configuration changes, access decisions, periodic reviews, and recurring system controls, including evidence of approval and completion. Data Reporting, Integrity, and Privacy Produce enrollment, roster, retention, attrition, grade-level, accreditation/self-study, and other approved reports and supporting data for school leadership and operational partners. Establish and apply shared data definitions, validation checks, and reconciliation standards across Blackbaud, Ravenna, ManageBac, CampBrain, and related platforms. Maintain communication lists and distribution groups in coordination with the departments responsible for the underlying data. Protect confidential information and apply the School's approved student-privacy, records-management, retention, destruction, and access-control practices in compliance with applicable federal, state, and local law, including FERPA where applicable. Report suspected data errors, unauthorized access, or privacy concerns promptly through established protocols. Training, Documentation, and Cross-Department Service Document key workflows, data standards, cycle calendars, quality controls, and backup, recovery, and continuity responsibilities so recurring work can be completed consistently and records remain available after a disruption. Train faculty and staff on relevant systems and workflows and provide responsive, service-oriented support. Partner with Admissions, division leaders, the Business Office, Health Office, Advancement, Technology, and school leadership to coordinate data-dependent work. Support accreditation and institutional-improvement work by maintaining assigned evidence, producing accurate reports, and responding to authorized data requests. Recommend practical process improvements, including responsible automation opportunities, that reduce duplicate entry while preserving review, privacy, and accuracy controls.

MARGINAL FUNCTIONS

Participate in cross-functional projects related to school data, technology, enrollment, and operational improvement. Perform other related duties consistent with the purpose and level of the position, as assigned.

KNOWLEDGE, SKILLS, ABILITIES, AND OTHER REQUIREMENTS

Required:

Ability to provide documents verifying authorization to work in the U.S. Must pass Criminal Background Checks and Drug Testing Bachelor's degree in information systems, education administration, business, data management, or a related field. Strong experience with Blackbaud Education Management. Demonstrated directly relevant experience with student information systems, school databases, registrar functions, enrollment operations, or a comparable records environment. Experience administering a system of record, managing user access, reconciling data, and producing accurate operational reports. Ability to manage high-volume, deadline-driven workflows with consistent accuracy, documentation, and follow-through. Working knowledge of confidentiality, data privacy, access controls, and the retention, secure destruction, backup, and recovery of print and digital records, with the ability to learn and apply school-specific requirements. Ability to analyze discrepancies, identify root causes, explain system or data issues in plain language, and coordinate practical solutions. Ability to train and support users with patience, clarity, and an appropriate balance of service and control. Proficiency with spreadsheets, standard office productivity tools, and data reporting functions. Ability to work appropriately in a school serving students from 18 months through grade 12 and to complete required training regarding student safety, harassment prevention, professional boundaries, mandatory reporting, data privacy, and system security. Commitment to ongoing professional growth in registrar practice, data governance, security, and relevant school systems.

Preferred:

Experience with Ravenna, ManageBac, CampBrain, SEVIS, or comparable education systems. Experience in an independent school or another multi-program educational environment. Experience documenting workflows, supporting data integrations, or improving cross-system processes.

SUPERVISORY RESPONSIBILITY

This position has no formal supervisory responsibility. It may coordinate system projects, recurring data cycles, and the work of departmental data owners without direct authority over their employment.

INTERNAL CONTACTS

Director of Technology and Innovation, Head of School, Chief Financial Officer / Associate Head of School for Finance & Operations, Associate Head of School for Institutional Advancement, division leaders, and other members of school leadership. Admissions, Business Office, Technology, Health Office, Advancement, faculty, staff, and other employees who create, maintain, or use school data.

EXTERNAL CONTACTS

Current and prospective families, authorized educational institutions, and other approved recipients of student records. School-system vendors, implementation partners, and authorized agencies or service providers.

EQUIPMENT AND TECHNOLOGY USED

Computer, standard office equipment, secure file-transfer and communication tools, spreadsheets, and school-approved productivity platforms. Blackbaud Education Management, Ravenna, ManageBac, CampBrain, authorized SEVIS access, and related reporting, portal, calendar, and web-administration tools.

JOB CONDITIONS

Work is performed primarily in an on-campus office within an active school environment and requires sustained computer use, keyboarding, visual review, and concentration on detailed records. The role regularly handles confidential print and digital records for current and former students and families, including academic and financial information, and must follow approved access, privacy, retention, destruction, backup, and recovery practices. Work volume increases around enrollment and re-enrollment cycles, school-year transitions, scheduling, grading, reporting, and transcript deadlines.

WORKING CONDITIONS

Full-time, 12-month, on-campus position with a regular Monday-through-Friday schedule during standard school business hours. Occasional early or late hours may be needed for major system cycles, school deadlines, or issue resolution, with supervisor coordination. No regular travel or on-call assignment is anticipated.

ABOUT ALCUIN SCHOOL

Alcuin School, one of the largest accredited Montessori schools in the U.S., along with the International Baccalaureate Middle Years and Diploma Programs, provides an ideal learning environment that guides and nurtures the full development of the child from 18 months to 18 years of age. Alcuin School is an Equal Opportunity Employer. All persons will receive consideration for employment without regard to gender (including gender identity, gender expression and gender reassignment), race (including color, nationality, ethnic or national origin), religion or belief, marital or civil partnership status, disability, age, sexual orientation, pregnancy or maternity, trade union membership or membership in any other legally protected category. We strive to create an inclusive environment, empower employees, and embrace diversity. We encourage everyone to respond.