The Stony Brook School seeks a full-time professional with a talent for organization, communication, and attention to detail to serve as its Registrar. 
The Registrar is responsible for the maintenance, accuracy and integrity of the school’s academic records and collaborates cross functionally throughout the organization. To accomplish this task, the registrar uses Blackbaud, a comprehensive learning management and student records management software suite. In this role, you will also be responsible for the generation of all student records, student reports, class schedules, faculty schedules, and the handling of all external reporting regarding student matriculation.

The tasks of the Registrar include but are not limited to the following:

  • Create and maintain all active courses in the database.
  • Conduct an annual rollover process in Blackbaud and build course offerings as needed for all curricula.
  • Work with the Scheduling Coordinator and Academic Dean to schedule students in required and elective courses for each trimester.
  • Assist Advising Team to evaluate student course eligibility and graduation plan
  • Work with faculty and students/parents on schedule conflicts or changes
  • Maintain classroom schedule map with class information
Grading & Transcript Maintenance:
  • Build and maintain grading tables, grade reports, and grade submission pages
  • Advise and assist faculty on grade submission and issues - follow up on incomplete grades or grading errors with faculty
  • Ensure accuracy in grade reports and transcripts
  • Evaluate new student transcripts and update SBS transcripts with required information
  • Responsible for requesting missing transcripts from previous institutions for new students 
  • Coordinate withdrawn student forms, final grading, and completion plans with department heads and/or school directors.
  • Develop expertise in using custom settings in Blackbaud to generate all transcripts as needed, including the initial transcript, grades in progress reports, midyear report and final transcript.
  • Provide information to support the annual update of the school profile, including but not limited to the breakdown of grade distributions for various subjects. 
  • Process grades and calculate and publish academic achievement (honor roll)
  • Provide instruction to parents/guardians on “How to view grade reports”
  • Process eligibility for Cum Laude candidacy and Valedictorian/Salutatorian selections
Record Retention:
  • Provide requested documentation for withdrawn and graduated students
  • Oversee record retention process

Graduation Evaluation:
  • Work with the College Counseling Department to evaluate junior and senior graduation requirements
  • Evaluate and certify honor diploma recognition
  • Track senior progress with college counselors and Upper School Director

Statistical Data:
  • Process trimester and final GPA, grades, and academic achievement
  • Provide statistical data for various campus and NYS reports
Candidates must be aligned with the mission of the Stony Brook School, and have at least 3 years of directly related experience.
Experience in a database management role, or school business office with similar functions will be considered. Preference will be given to candidates who have demonstrated expertise in Blackbaud.

Interested candidates should forward their resume and cover letter to HR Director for consideration.
The Stony Brook School is committed to a diverse and inclusive workforce and prohibits discrimination and harassment of any kind.  All employment decisions at The Stony Brook School are based on business needs, job requirements and individual qualifications, without regard to race, color, religion, national origin, age, citizenship, genetic predisposition, disability, veteran status or any other status protected by the laws or regulations in the locations where we operate.  

The Stony Brook School

1 Chapman Parkway, Stony Brook, NY 11790 | 631-751-1800
A Christian, co-ed, college preparatory boarding and day school for 7-12th grade students