Assistant Director of Academic Records

The Assistant Director of Academic Records at Ransom Everglades School works closely with the Director of Academic Records to ensure the integrity, security, and proper use of student data within Blackbaud K-12. The Assistant Director of Academic Records handles the day-to-day course requests, scheduling, enrollment, grading, transcripts, and data integrity in Blackbaud K-12 for the Upper School and Middle School, partnering with Campus Heads, Academic Deans, Department Chairs, and College Counseling.

Responsibilities

• Coordinate the annual course request process and timeline with Campus Heads; produce personalized course request forms and four-year plans, and enter all requests in Blackbaud
• Update course records and course of study information annually; prepare department recommendation and placement spreadsheets and track new student placements and electives
• Develop scheduling timelines and procedures; build daily schedule outlines, block rotations, sectioning, teaching assignments, room charts, and classroom capacities
• Enroll Upper and Middle School students, resolve conflicts, and conducts schedule review with academic leaders and College Counseling
• Process schedule changes, appeals, and conflicts year-round; remove non-returning students from courses
• Schedule Advisory and Back to School Night, and support Parent Curriculum Night logistics
• Schedule and register students for academic programs (Pathways, Varsity Speech Team, Independent Study, Bowden Fellows); maintain Pathways checklists and support new program development
• Partner with Dean of Student Activities on both campuses for annual club offerings, activity leaders, and rooms; assist with Middle School request and enrollment process
• Handle grading setup, grade plans, report cards, and transcript access in Blackbaud K-12
• Audit graduation requirements and transfer credits; provide GPA data to College Counseling, Athletics, and Admissions.
• Issue transcripts to students, families, alumni, and transfer schools after Business Office clearance; support international student matriculation.
• Maintain data integrity across student, parent, and course records in Blackbaud K-12, the school's database of record
• Manage paper and digital records, retention, and purging; maintain transcript and diploma files
• Handle records requests and verifications; monitor the unit’s mailbox and process requests accordingly
• Produce quality assurance and analytical reports and data exports for school departments, the online bookstore, and Steckley (including student photos)
• Prepare Honor Society eligibility criteria from the Student Handbook and assist with certificate production
• Support Cum Laude communications and ceremony logistics
• Train and support faculty and staff on Blackbaud K-12, including gradebooks
• Perform other related duties as assigned.

Qualifications

Qualifications 

• Bachelor's degree required
• Experience in a registrar, academic records, or scheduling, preferably in an K-12 independent school
• Proficiency in Blackbaud K-12 or equivalent student information system and advanced Excel reporting/data exports

Skills and Abilities

• Excellent communication and interpersonal skills
• Clear, service-minded communication with students, families, faculty, and alumni 
• Knowledge of FERPA compliance 
• Discretion with confidential records 
• Attention to details