Job Description

Santa Fe Preparatory School seeks a Registrar and Scheduler to join our dedicated administrative team. This is a ¾ to full-time, year-round (twelve-month) salaried position that offers generous vacation benefits and the possible potential for some flexible remote workdays. We are looking for a detail-driven, tech-savvy professional who brings a relational approach, a collaborative spirit, and a solutions-oriented mindset to this essential role.

The Registrar and Scheduler serves as the steward of Prep’s academic records and a key manager of our student information systems. This position plays a central role in organizing student data, building class schedules, supporting families and staff with system access, and ensuring the integrity and accessibility of student records throughout a student’s time at Prep and beyond.

Primary Responsibilities
• Manage and maintain core school databases, ensuring the accuracy, security, and integration of data across platforms.
• Support families with access to and navigation of the student information system (SIS).
• Collaborate with the IT Department to train faculty and staff on use of Veracross or any school-supported database systems.
• Oversee the organization, archiving, and disposal of student records in line with the school’s data retention policies.
• Prepare, process, and send official transcripts for current students and alumni, including support for secondary school applications and college admissions.
• Manage online grade reporting, including report card creation, GPA and class rank calculation, and coordination with division heads and faculty.
• Oversee the annual rollover and progression of student records, working closely with Admissions, Enrollment, and College Counseling to ensure seamless transitions and data continuity.
• Partner with the Head of School’s Office, Assistant Head, and Business Office to provide accurate data for institutional reporting and surveys.
• Analyze and generate reports on student data—academic, demographic, and assessment—on request and proactively, partnering with other departments to inform school planning and decision-making.
• Administer and coordinate standardized testing, including the Pre-ACT, PSAT, SAT, ACT, and AP exams.
• Develop, document, and refine workflows and procedures to promote consistency, efficiency, and compliance.
• Monitor and promote data privacy policies and best practices related to student and constituent information.
• Issue Work Permits in accordance with New Mexico requirements
• Write letters so that students can take online Drivers’ Education courses.
• Twice a year publish the Honor Roll; create and mail certificates to students.
• Keep track of students who are not eligible for NMAA activities; send notification letters to the families
• Request transcripts from entering 10-12th grade students
Skills and Attributes
• Exceptional attention to detail and a strong commitment to data accuracy.
• Professional, collaborative, and adaptable approach to working with colleagues, families, and students.
• Clear and confident communication skills, both written and verbal.
• Ability to manage deadlines and priorities in a fast-paced environment.
• Experience with student information systems (Veracross experience preferred).
• Commitment to confidentiality, data privacy, and ethical handling of sensitive information.
• Demonstrated proficiency in database systems, spreadsheets, and web-based tools; familiarity with Google Workspace and education technology platforms preferred.
• Willingness and ability to learn new tools, processes, and systems quickly.

Salary Range: $50,000-$62,000 depending on experience.
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Santa Fe Prep

Job Tags

Full time, Remote job, Work visa, Flexible hours,

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