Registrar & Database Administrator

Palo Alto CA, CA
Full Time
IT
Mid Level

Position Overview

The Registrar & Database Administrator plays a vital role in ensuring the accuracy and integrity of all student and academic data, supporting the school's operations, and providing crucial information for decision-making. This position will collaborate with a variety of stakeholders to create and maintain all systems related to constituent and academic information, including the student/family demographic data, student medical data, master schedule, report cards, and cumulative student records. 

The ideal candidate for this position must have excellent organizational skills and be proficient in computer programs and databases. The position reports directly to the Chief Information Officer (CIO) and is an hourly, non-exempt position with benefits. The salary range is between $30.00 to $45.00 per hour and will be determined based on the candidate's relevant work experience and academic attainment.

Primary Responsibilities
Registrar

  • Maintain and ensure up-to-date and accurate physical and computerized auditable student and associated family records.
  • Record, create reports, and maintain correspondence of student records, including but not limited to student cumulative folders, demographics, grades, report cards, diplomas, vaccination and/or immunization records, and transcripts.
  • Assist with the re-enrollment, withdrawals, and transfer of students and process applicable records.
  • Generate and distribute report cards, progress reports, and transcripts for distribution to families in a timely manner.
  • Update and manage schedules in the Student Information and Learning Management Systems.
  • Review attendance records, update/correct as neede,d and communicate trends to pedagogical leadership as needed.
  • Review and manage student record document retention
  • Collect and maintain state-mandated immunization/medical records and report annually to the local County

Database Administrator

  • Provide support for the Chief Information Officer by maintaining school databases.
  • Maintain database integrity and security through regular monitoring, error correction and data clean-up.
  • Responsible for the creation, distribution, and completion of school forms.
  • Assist families with forms as necessary.
  • Support the CIO for Student Information System (Blackbaud K-12 SIS).
  • Manage the Emergency notification system.
  • Create reports, imports, and exports of data.
  • Write and assemble documentation and training materials for the use of database systems.
  • Support employees in all departments with database matters, including integration, updates, queries and related issues.
  • Work with CIO and other stakeholders to define standard practice and oversee flow of information between various constituent management systems.
  • Maintain archival records.
  • Coordinate with other departments (Admissions, Advancement, Human Resource and Finance) to keep common data updated
  • Communicate changes to data to departments/users who need the information
  • Collect, analyze and provide data for dashboards
  • Verify that data for current constituents (students, parents/guardians and employees) is complete, up-to-date and accurate. Review returned physical and electronic mail addresses, contact and follow up with constituents for updates. 

Position Qualifications/Skills

  • Experience with databases, records management, and/or scheduling in education, corporate, and/or non-profit environments is preferred.
  • Apple/macOS experience preferred.
  • Very strong spreadsheet skills (Microsoft Excel or Google Sheets preferred).
  • Strong proficiency with computer technologies including database, scheduling, and productivity applications.
  • Knowledge or experience with Blackbaud Education Management solution and/or Blackbaud Raiser's Edge is a strong plus.
  • Possesses strong oral and written communication skills.
  • Demonstrates cultural competency and the ability to work well with diverse groups of people.
  • Personable, positive, helpful personality; customer service mindset.
  • Creative problem solver.
  • Detail-oriented with excellent organizational and planning skills.
  • Ability to manage and prioritize multiple responsibilities simultaneously. 
  • Ability to manage competing demands, and adapt to frequent or unexpected changes.
  • Demonstrated ability to use good judgment and maintain confidentiality.

Working Conditions

  • Physical Ability: Tasks will involve extended periods of time at a keyboard or workstation.
  • Sensory Requirements: Some tasks require visual perception and discrimination.
  • Some tasks require oral communication ability.
  • Independent travel between multiple school sites.
 

Compensation and Benefits 

Our compensation is based on education and years of experience. The salary range for this full-time position is based on an hourly rate of $30.00 to $45.00. 

This position is categorized as an administrative staff member; we are therefore pleased to offer the following comprehensive benefits package,  which includes the following:

  • Medical, dental, and vision insurance for the employee only
  • Employer-paid short-term & long-term disability, life insurance, and employee assistance program 
  • Accrue six weeks of paid time off [9.85 hours per paid period]
  • Eight paid holidays- per the school year calendar, in addition to weeks at the end of the year [which will include Christmas and New Year’s, per the school calendar]
  • Paid sick leave – eighty (80)-hours equivalent or ten (10) calendar days per fiscal year


We request that candidates or recruitment firms not call us at this time. Thank you for your understanding and adherence to the application process.

Silicon Valley International School is committed to a policy of equal employment opportunity for all applicants and makes employment decisions based on merit.  INTL prohibits discrimination on the basis of race, color, ancestry, national origin, ethnicity, religion, age, sex, sexual orientation, physical or mental disability, genetic characteristics or information, marital status, military or veteran status, or any other characteristic protected by law. INTL will afford equal employment opportunity to all qualified applicants and employees as to all terms and conditions of employment, including, without limitation, hiring, training, promotion, compensation, transfer, discipline, and termination.








 
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