Registrar

About the Role

At Quad Prep, we are on a mission — to transform the lives of neurodiverse, twice-exceptional and gifted learners by redefining the experience of school. Through the collective, collaborative, and empathic work of our teachers, clinicians, and administrative staff, we empower our students to engage with the exciting and wonderful diversity of this world. Now in our 2nd decade, we seek fellow innovators and collaborative colleagues to join our team in this inspiring and impactful mission.

At Quad Prep, a New York State Association of Independent Schools (NYSAIS) Accredited School, we create challenging and engaging learning experiences, seek diverse perspectives, and continuously refine best practices in neurodiverse education. The Quad Preparatory School actively seeks to advance diversity through its programs and hiring.

Why Work at Quad Prep?

• Accredited School: Recognized as an outstanding school with NYSAIS accreditation.
• Community: Committed to a joyful, inclusive culture where everyone is celebrated.
• Colleagues: Inspiring innovators who collaborate to create personalized solutions for students.
• Students: Guaranteed daily learning and joy from our unique student body.
• Deep Professional Learning: Supports mission-driven educators through collaboration, coaching, and in-depth professional development.
• Generous and Comprehensive Benefits: Medical, dental, vision, student loan repayment, retirement contributions, life insurance, disability insurance, and parental leave.
• Work-Life Balance: Approximately 20 scheduled school closure days, including a full week off in December, plus weekly supervision to limit after-work hours.
• Extras: Opportunity to build a private practice or tutor onsite during after-school hours at reduced rates.

Who We Are

At Quad Prep, we are guided by core values and innovative practices to meet our mission. We look for team members who embody the following:

• Groundbreaking: Passionate about our mission, creative in reaching learners, and excited to develop evidence-based best practices.
• Collaborative: Communicate effectively, welcome new perspectives, and give/receive feedback generously.
• Trustworthy: Accountable, reliable, and committed to personal and team success.
• Constantly Learning and Growing: Seek professional growth, share best practices, and contribute to organizational improvement.
• Resourceful: Highly effective, dedicated, and proactive in supporting students and the school community.
• Flexible: Open to new ideas, adaptable in changing environments, and driven by innovation.

Responsibilities

Enrollment & Admissions Administration

• Manage the enrollment process from contract creation through student matriculation.
• Prepare, distribute, track, amend, and countersign enrollment contracts.
• Update enrollment contract language and coordinate approval workflows.
• Load, maintain, and organize enrollment documentation within Veracross and other systems.
• Track enrollment progress and maintain accurate records.
• Draft and distribute enrollment communications and reminders.
• Communicate with Admissions regarding enrollment status and onboarding.
• Record and maintain specialized tuition payment plans.
• Coordinate Magnus Health communications and monitor health documentation completion.

Student Records & Registrar Administration

• Maintain complete, accurate, and confidential student records per school policies and regulations.
• Collect, review, organize, and maintain student documentation, including:
  • Transcripts and report cards
  • Individualized Education Programs (IEPs)
  • Neuropsychological evaluations
  • Educational plans and language waivers
  • Health and immunization records
• Manage student demographic information, household structures, contact details, and authorized pickup contacts.
• Verify and securely maintain identity documentation for families and authorized contacts.
• Maintain student permissions, including transportation authorizations and media releases.
• Manage student assessment identifiers (e.g., NWEA).
• Produce and distribute official transcripts and report cards.
• Verify student academic records and graduation requirements.
• Maintain student course registration and scheduling data within Veracross.

Attendance & Compliance

• Maintain and reconcile student attendance records across systems.
• Prepare, distribute, and track attendance affidavits and notices.
• Upload end-of-year attendance records to student files.
• Ensure compliance with NYS/NYC regulations, school policies, and record-retention requirements.
• Support state and school reporting related to enrollment and records.

Family, Legal & External Records Requests

• Serve as the primary point of contact for student records requests from families, schools, colleges, agencies, attorneys, and authorized third parties.
• Prepare and process official transcripts and documentation in compliance with privacy laws.
• Coordinate with leadership on affidavits, witness statements, or supporting documentation.
• Ensure confidentiality and compliance with student privacy laws.

Administrative & Cross-Departmental Support

• Maintain accurate documentation related to enrollment, attendance, and compliance.
• Draft, edit, and distribute communications for enrollment, records, and compliance.
• Collaborate with Admissions, Business Office, Academic Leadership, and other departments on cross-functional projects.
• Support school-wide initiatives involving student information systems, data collection, and process improvement.
• Perform other duties as assigned to support school operations.

Requirements

• Bachelor’s degree required.
• Minimum 3 years of related experience.
• Exceptional customer service skills and ability to work effectively with leadership, parents, faculty, and staff.
• Strong organizational skills and attention to detail in maintaining student records.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Substantial experience with Veracross or another Student Information System.
• Proficiency with Google Workspace, including Google Drive.
• Strong problem-solving skills and initiative.
• Collaborative team player and positive representative of the School.

Preferred Qualifications

• Prior experience in education administration.

Pay

Annual salary range: $75,000 - $90,000.

Benefits

• Group medical, dental, and vision coverage.
• Health Savings Account (HSA) and Flexible Spending Accounts (FSA) for transit and dependent care.
• 401K plan with school match.
• Student loan repayment contributions (after one year of employment).
• Professional development opportunities, including a First Year Support Program.
• Group life and disability insurance.
• Generous parental leave.

Work Environment

This role operates in a school setting across three locations (two campuses and an administrative office) within approximately two blocks. All buildings have elevators. The role requires regular walking between locations.

Physical Demands

• Regular talking and listening.
• Occasional lifting/moving of items up to 10 pounds.
• Typing is required.
• Reasonable accommodations available for individuals with disabilities.