Registrar & Database Manager

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.