Registrar and Scheduler

New England Innovation Academy seeks a Registrar and Scheduler with a high level of technical aptitude to manage complex data. The Registrar and Scheduler is responsible for managing technology needs that support student records, databases, and staff efficiency. This role prepares and implements all aspects for building the class schedule, minimizing conflicts, and meeting the programmatic needs of students and staff. The Registrar and Scheduler will work closely with the Head of Teaching and Learning, the Director of Curriculum and Professional Learning, and other school leaders as needed to develop a comprehensive and balanced schedule that accommodates various program requirements, course offerings, and availability of teaching staff.  This position manages scheduling, attendance, and the student information system. Reporting to the Head of Teaching and Learning this role is pivotal to the effective daily operations of the school and will assist with staff training of the student information system. The Registrar and Scheduler collaborates with the International Student Coordinator to secure SEVIS records. This role works closely with the Enrollment and Teaching and Learning teams to transition matriculating students and with College Counseling to support student records for post-NEIA success. Through collaboration with school leadership, the Registrar and Scheduler will maintain all school calendars: Key Dates, MyNEIA, Events, Website, and internal Google Calendar subscriptions. This role serves as the first point of contact for the school’s main phone line, directing inquiries to the appropriate departments or individuals. The position requires excellent communication skills and advanced technical knowledge of Blackbaud - the student information system, Blackbaud - the enrollment information system, and Reach - the student life management system. The Registrar and Scheduler creates processes and protocols consistent with NEIA’s mission and culture. Responsibilities also include general office support and customer service-related tasks. This position is a full year (12 months), full time, benefits eligible position. 

NEIA employees are expected to embody NEIA’s principles of empathy, equity, personalization, authentic work, and collaboration in all work activities and actions.

Essential Duties and Responsibilities include, but are not limited to, the following:

• Collaboration and Coordination: Collaborate with the Head of Teaching and Learning, Director of Curriculum and Learning, teaching staff, and other school leaders to gather necessary information regarding course offerings, teaching staff availability, and ensuring that students are successfully enrolled in their desired courses while considering constraints and availability.. Regular coordination with stakeholders is essential to ensure accurate representation of requirements and constraints in the schedule. Partner with OunceIT to ensure the smooth operation of the school's databases. Tools include Blackbaud(CRM), Blackbaud (SIS), Otus (LMS), and Reach (student accountability).
• Schedule Development: Using scheduling software (Blackbaud) or other relevant tools develop a comprehensive and balanced class schedule. This will involve assigning courses to specific time slots, rooms, and teaching staff, taking into consideration factors such as course prerequisites, program requirements, staff workload, classroom capacities, and other relevant considerations.
• Optimization and Conflict Resolution: Analyze the schedule to identify and resolve conflicts, such as overlapping courses, teacher availability issues, or room conflicts. The aim is to optimize resource allocation and minimize scheduling challenges while also considering student preferences and constraints.
• Communication: Maintain clear and open communication with academic departments, faculty members, and students to disseminate information about the schedule, address concerns, and provide necessary updates or adjustments as required.
• Adaptation and Flexibility: Be prepared to accommodate changes and adjustments throughout the scheduling process. This may involve responding to requests for course additions, cancellations, or changes in faculty availability. Timely adjustments should be made to the schedule to ensure accuracy and efficiency.
• Student Information System: Manage the school’s student information system (Blackbaud), including data entry, data validation, record keeping, and reporting. Manage and administer all Blackbaud-related SIS controls. Provide primary Blackbaud support and training for users. Perform quality checking on data entry by other school staff. Design and execute queries from the student database to extract information for reporting and analysis. Meet school deadlines for processing and reporting student data. Responsible for tracking student requirements for graduation.
• Administer the Record Retention Policy and implement processes and procedures to ensure that the Record Retention Schedule is followed.
• Maintain all school calendars to ensure consistency and accuracy.
• Manage teaching staff absences and coverages.
• Perform other duties and responsibilities as assigned and required by the position and the school.

Supervisory Responsibilities

• The Registrar and Scheduler does not supervise any other employees at NEIA.