Waldorf Teachers.com - Waldorf Employment in Waldorf Schools

The Registrar oversees all student records, grading, class schedules, transcripts, and onboarding of new students, including international students. This position works closely across administrative and faculty departments and is the primary contact for database inquiries and database user assistance. The Registrar also serves as administrative support for the Faculty Director and Upper and Lower School Chairs.

This is a Full-Time position, 8:00am – 4:00pm, Monday-Friday year long.

Data Management and Reporting
• Maintain student information database in Blackbaud including contact and medical information, report cards, class rosters, and transcripts
• Create and maintain distribution lists including students, alumni, faculty, and staff
• Report annually to the Illinois State Board of Education (ISBE) and the National Association of Independent Schools (NAIS/DASL) for all required current student information including medical and demographic data
• In collaboration with Lower and Upper School Chairs, ensure that accurate and effective systems are in place for:
o Updating and maintaining all student information in Blackbaud
o Maintain schedules and report cards
o Issuing official and unofficial transcripts
o Student progression and withdrawal
• Update all biographical data of faculty, students, and parents in Student Information System, in coordination with the Finance Office/Human Resources
• Record Management Plan (both digital and hard copy)
o Create and manage a records management plan based on legal requirements
o Maintain all student records by updating and collecting required forms (digital and hard copy)
o Manage a file transfer process both for students who are enrolling and transferring

International Student Coordination
• Serves as the Alternative Designated School Official (DSO), maintaining the Student and Exchange Visitor Information System (SEVIS) and all related certification requirements. Organizes SEVIS data processing under Department of Homeland Security (DHS) guidelines and maintains data and quality control management.
• Responsible for staying current with regulatory and legislative rules, regulations, and updates affecting international students on F-1 visas. Provides accurate visa maintenance information to international students.
• Monitors, maintains, and tracks student F-1 visa status, and updates records in the SEVIS database and CWS-internal databases.
• Advises students with CWS and SEVIS application process, and standard issues related to international student application process and F-1 visa status. This may include new F-1 visas, visa extensions, reinstatement, change of status, medical leaves, and more. Advises on other enrollment, health insurance, travel, and host-family arrangement.
• Assists with website and social media monitoring and updates to ensure effective communication with current and prospective international students.
• Designs and/or delivers orientation programs, trainings, and online training modules. Plans and delivers other trainings for students and colleagues on regulations and updates.
• Stays abreast of changes in federal rules and regulations and supports the school’s continuous improvement efforts.
• Performs other related duties as assigned.

Administrative support for Faculty Director and Lower and Upper School Chairs
• Create and maintain systems for smooth running of faculty- and student-facing systems (calendars, schedules, policies)
• Facilitate preparation for Parent Teacher Conferences and grading periods
• Collaborate with Admissions team and Upper/Lower School Chairs to coordinate a smooth onboarding process for all newly enrolled families
• Manage forms and sign-ups for internal school programming (lunch sign-ups, extracurricular programming, athletics)


Minimum Required Knowledge, Skills and Abilities:
• Bachelor’s Degree and/or minimum of three years of database or records management in a corporate, education or not-for-profit setting
• Prior experience with a Student Information System (Blackbaud preferred)
• Ability to generate reports and analyze data
• Maintain confidentiality of records in careful and detailed way
• Ability to adapt to changing situations and priorities
• Demonstrated experience working collaboratively with colleagues
• Ability to communicate effectively with the public including excellent customer service, verbal and written communication skills
• Work with frequent interruption
• Maintain emotional control under stress
• Strong, detail oriented organization and planning skills