Upper School Course Manager and Registrar

Menlo School • Atherton, CA

9d

About The Position

Menlo School seeks a strategic, systems-oriented Upper School Course Manager and Registrar. This is a full-time, year-round position available beginning in January 2027; graduated onboarding and review of the school’s processes before then would be desirable. Reporting to the Director of the Upper School, the role oversees the master schedule, course sign-up and schedule changes, student information and transcript reporting, the Upper School Academic Advising program, and school-based standardized testing. The Registrar works closely with the Director of the Upper School, the Academics Team, department chairs, and College Counseling.

The position manages academic scheduling and registration; student records, grades, reports, and transcripts; academic progress and graduation tracking; and data reporting. It coordinates Academic Advisor onboarding, training, meetings, and student assignments, and may serve as an Academic Advisor or Advocate. The role also coordinates course approvals and external program and testing processes, including Global Online Academy, UC course approval, NCAA submissions, semester exams, SAT and PSAT testing, and AP exams. The role supervises three part-time proctors.

Menlo School is an independent, coeducational, college-preparatory school serving grades six through twelve in Silicon Valley. The school describes its community as caring and committed to student learning, well-being, belonging, and high ethical standards.

Requirements

• Bachelor’s degree required.
• At least three years of experience in a school registrar or other relevant position.
• Strong knowledge of and facility with Google Suite.
• Proficiency with Excel or Google Sheets formulas and data manipulation, including pivot tables, v-lookups, and other data management and organization processes.
• Strong organizational, time-management, and email-management skills.
• Ability to work well under pressure and meet deadlines.
• Strong attention to detail and ability to perform tasks accurately and independently.
• Resourcefulness, independent-learning ability, and initiative.
• Proven ability to keep sensitive information confidential and exercise discernment and high integrity.
• Excellent interpersonal skills and a strong customer-service orientation.
• Ability to uphold school policies or administrative decisions regardless of pressure.
• Willingness to rethink systems and pilot new approaches to better serve students, faculty, and staff.
• Open-mindedness toward learning new technologies and reporting processes.

Nice To Haves

• Master’s degree or equivalent experience.
• Knowledge of and facility with Veracross or similar student information system software.
• Experience working with students in a school-based setting.
• Experience collaborating effectively with faculty, staff, students, and families; making challenging decisions with integrity; and proactively streamlining and improving academic data management.

Responsibilities

• Manage the end-to-end master schedule process, including new course proposal approvals, course selection and registration, schedule construction, faculty and classroom assignments, student schedule adjustments, and scheduling questions from parents and students.
• Maintain the Veracross student information system and physical student records, preserve confidentiality, follow record-retention practices, and respond to records requests in a timely manner.
• Prepare and distribute quarterly grade and progress reports, including teacher comments; manage report card review and translation; and update and maintain final transcripts.
• Coordinate student and parent data transfers with Admissions, College Counseling, Communications, and Development throughout students’ careers.
• Synthesize school data, including grading data and enrollment trends, and prepare reports for the Director of the Upper School, department chairs, and other stakeholders.
• Track students’ academic progress and graduation requirements, evaluate academic records, and ensure students are on track to graduate.
• Coordinate the Academic Advising program by onboarding new advisors, training returning advisors, leading quarterly advisor team meetings, and assigning advisors to incoming students.
• Serve as an Academic Advisor or Advocate.
• Coordinate ongoing UC course approval and manage NCAA portal and transcript submissions.
• Serve as Site Director for Global Online Academy; manage student enrollment requests, provide support as needed, and ensure credits are transferred appropriately to Menlo transcripts.
• Create end-of-semester exam and proctoring schedules, and manage and proctor late or makeup exams.
• Serve as the school’s SAT and AP Coordinator; administer annual PSATs for sophomores and juniors and biannual SAT School Day tests for seniors and juniors; manage AP exam registration and administer AP exams in May.
• Manage three part-time proctors by training them, assigning them to tests, and approving their timecards for accuracy.

Benefits

• Highly competitive salary.
• Comprehensive benefits package, including generous contributions to a retirement plan for eligible employees and their families.
• Exceptional work environment and caring community.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level