Registrar – Grades 6–12 | Online School

Position Summary:

The WL & WA Registrar Specialist ensures the integrity, accuracy, and strategic oversight of student registration, academic records, and course placement across Williamsburg Academy and partner schools. This role safeguards enrollment processes, supports section balancing and forecasting, coordinates academic eligibility and accommodations, and serves as a key liaison between families, partner schools, mentors, and internal teams. The Registrar Specialist plays both a front-stage role with families and a back-stage systems role that supports scalable growth.

Essential Duties

1) Enrollment & Registration Systems Oversight

• Oversee all WA and TPP enrollment, registration, course change, and withdrawal workflows.
• Monitor and maintain section caps, balancing honors/classics and Canvas offerings.
• Implement and refine waitlist resolution processes after add/drop deadlines.
• Prevent duplicate enrollments, improper course repeats, and prerequisite violations.
• Support backup course placements to prevent academic delays for students.

2) Academic Records & Compliance Management

• Maintain student records, transcripts, enrollment confirmations, and transfer documentation.
• Ensure compliance with FERPA, records retention requirements, and state partner expectations.
• Monitor academic eligibility for AP, honors, world language progression, and tier placements.
• Coordinate 504 and IEP documentation with partner schools and ensure mentors receive accommodation details.
• Schedule mentor participation in IEP meetings when required.

3) Partner School (TPP) & Cross-Department Coordination

• Maintain Third-Party Partner (TPP) relationships, renewals, and deactivations.
• Cascade key academic updates (calendar changes, tuition adjustments, policy updates).
• Coordinate with Academic Advisors, Finance, IT, Special Programs, and the Headmaster Team to resolve escalated registration or funding issues.
• Manage enrollment exceptions, overrides, and cross-functional problem transactions.
• Support WA leadership with back-to-school events and key academic milestones.

4) SIS Administration & Enrollment Tools

• Serve as the primary SIS user-interface administrator for registration-related permissions and roles.

• Train internal team members on SIS workflows and registration processes.

• Maintain and improve dashboards (e.g., WL Grow Dashboard) to support enrollment forecasting and staffing alignment.

• Utilize AI and automation tools to improve efficiency and data visibility.

5) Enrollment Monitoring, Student Tracking & Strategic Support

• Identify enrollment trends, A-semester failure patterns, and at-risk student indicators.

• Monitor problem transactions (funding holds, mapping errors, schedule conflicts).

• Track WA students and support retention efforts through accurate placement and proactive resolution.

• Provide Tier 2 registration support to families and redirect academic advising questions appropriately.

• Support the Academics Department with strategic enrollment planning and capacity management.

Non-Essential Duties

Please note that this job description is not intended to cover or list in full the activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications (Knowledge, Skills, Abilities)

• Strong attention to detail and systems thinking.

• Familiarity with student information systems and online learning platforms.

• Ability to manage multiple data points and adapt quickly during enrollment peaks.

• Clear communication skills and collaborative approach with internal stakeholders.

• Previous experience in school operations, registration, or academic support preferred.

Physical and Mental Requirements / Working Conditions

• Expected working hours: Full-time, flexible schedule with seasonal surges in summer and winter.
• Fully remote role with digital collaboration tools.
• Requires focus, adaptability, and consistent follow-through.

Benefits

Benefits are available after meeting eligibility requirements and include Health, 401(k) Retirement, Paid Holidays, and Paid Time Off.

Compensation

• $50,000 - $60,000 annual salary
• Full Time