Jobs

Position Description: Registrar & Academic Program Manager (With Teaching and Co-Curricular Responsibilities)

Status: Full-time, 12-Month Position

Reports to: Academic Dean

Start Date: August 1, 2026

FLSA Status: Exempt

Location: Falmouth Academy, 7 Highfield Drive, Falmouth, MA 02540

POSITION SUMMARY

Falmouth Academy (grades 7–12) seeks a detail-oriented, student-centered Registrar & Academic Program Manager to serve as the institutional leader for student academic records, scheduling processes, and core academic program operations. This role is equal parts “precision work” and “people work”: it safeguards the integrity of our records and systems while helping students, families, and faculty navigate course planning and academic requirements with clarity and care.

The Registrar & Academic Program Manager works closely with the Academic Team and partners across the school (College Counseling, Student Support, Admissions, and Technology) to ensure that our academic program runs smoothly, transparently, and in service of student learning. In addition, the position manages the school’s attendance system, including family communications and the coordination of internal coverage when faculty are absent. The position includes a teaching assignment and participation in the co-curricular program (depending on year and school needs), reinforcing the role’s connection to classroom life and the student experience.

Falmouth Academy is a mission-driven community that values close relationships, intellectual curiosity, and a culture in which every student is known and supported.

CORE RESPONSIBILITIES

Student Records & Compliance

• Maintain complete and accurate academic records for current and former students, including enrollment history, course credits, grades, comments, and transcripts.
• Ensure practices align with applicable privacy and recordkeeping expectations (including FERPA-related practices as appropriate to an independent school context).
• Manage records requests (transcripts, verification letters, school forms) with professionalism, discretion, and timely follow-through.

Transcripts & Reporting

• Produce official transcripts for internal and external use (college applications, summer programs, transfers, scholarships, etc.).
• Support quarterly/trimester/semester grade reporting processes (as applicable), including collection, verification, and dissemination of grades and teacher/advisor comments.
• Maintain the accuracy of GPA/class rank, honor rolls, credit totals, and graduation requirement tracking.

Academic Systems & Data Quality

• Serve as the primary administrator for the school’s Student Information System (SIS) and related academic tools, ensuring accurate data entry, clean processes, and strong documentation.
• Partner with Technology staff/vendors to troubleshoot issues, improve workflows, manage permissions, and implement upgrades.
• Build and maintain standard operating procedures for key academic cycles (course requests, schedule changes, grade reporting, transcripts, etc.).

ACADEMIC PROGRAM MANAGEMENT (SCHEDULING, COURSE PROCESSES, ACADEMIC OPERATIONS)

Scheduling & Course Enrollment

• Lead the annual scheduling process, collaborating closely with academic leadership to build a master schedule aligned with program priorities and staffing realities.
• Manage the course request process and student placement workflows.
• Oversee add/drop, mid-trimester changes, withdrawals, and independent study processes (as applicable), ensuring decisions are documented and communicated clearly.

Academic Planning & Student Progress

• Maintain systems that track student progress toward graduation requirements, prerequisite completion, and recommended course sequences.
• In partnership with academic advisors and college counseling, support students and families during course planning and transition points (new students, rising grades, post-semester planning, etc.).
• Coordinate key academic calendar milestones (drop/add deadlines, reporting periods, exam schedules, transcript runs, etc.).

Cross-Functional Coordination

• Work closely with College Counseling to ensure transcript readiness, school profile alignment, and accurate course history.
• Collaborate with Student Support/School Counselor/Learning Services to ensure academic accommodations are reflected appropriately in systems and logistics (without compromising confidentiality).
• Partner with Athletics and other program leaders to support eligibility reporting and schedule-aware planning as needed.

Attendance Management & Daily Academic Coverage

• Serve as the primary manager of the school’s attendance system, ensuring accurate daily attendance records and clean workflows for faculty, advisors, and administrators.
• Monitor and reconcile attendance submissions; follow up promptly with faculty as needed to ensure complete and accurate reporting.
• Manage attendance-related communication with families, including timely outreach regarding absences, late arrivals, early dismissals, and patterns of concern, in alignment with school policies.
• Maintain clear documentation of attendance communications and ensure appropriate internal visibility (e.g., Dean of Students, Division leadership, advisors), with discretion and confidentiality.
• Coordinate daily academic coverage in response to faculty absences, including organizing internal coverage as needed.
• Maintain and manage coverage plans and procedures (including access, schedules, coverage notes, and logistical details), partnering with division leaders and administrative staff to ensure continuity of instruction and student supervision.
• Use attendance and coverage data to identify recurring issues and recommend process improvements that support students, families, and faculty.

Assessment & Testing Support

• Coordinate logistics and calendars for standardized testing administration (e.g., PSAT/SAT/AP or other exams), including rooming, staffing, accommodations coordination, and materials tracking.
• Serve as a key operational partner to the Academic Team in ensuring testing processes are smooth, compliant, and student-centered.

Institutional Research & Continuous Improvement (Scaled to a small-school context)

• Produce clear, accurate internal reports that support decision-making (e.g., enrollment by course, course demand, schedule constraints, section sizes, trends in course pathways).
• Collaborate with leadership on data requests connected to program review, accreditation, strategic initiatives, or board reporting.
• Maintain a small set of recurring “academic program dashboards” (e.g., scheduling metrics, course request patterns), emphasizing usefulness over complexity.
• Curate materials and assist as assigned with accreditation processes.

Teaching and Faculty Engagement

• Teach and contribute to the co-curricular program in areas aligned with the candidate’s expertise and school needs.
• Participate in core faculty responsibilities associated with teaching (planning, grading, communication with families as appropriate, and collaboration with colleagues).
• Contribute to a culture of professional growth, collegiality, and student-centered practice.

QUALIFICATIONS & ATTRIBUTES

• Bachelor’s degree required; advanced degree preferred.
• 3+ years of relevant experience in academic records, scheduling, registrar functions, and/or school academic operations (independent school experience preferred).
• Demonstrated proficiency with SIS/LMS platforms, including Blackbaud, and strong data management practices (spreadsheets, reporting, process documentation).
• Excellent organizational skills and proven ability to manage complex timelines with accuracy and calm.
• Strong communication skills and a service-oriented approach with students, families, and colleagues.
• High discretion and sound judgment with confidential information.
• Strong judgment and communication skills for managing time-sensitive attendance matters and coordinating daily coverage with clarity and consistency.
• Ability to collaborate across departments and build trust through reliability and clarity.

Additional Strengths (a plus)

• Experience with standardized testing coordination and accommodation logistics.
• Comfort with “process improvement” work—making systems simpler, clearer, and more sustainable.
• Ability to translate data into practical insights for academic planning.

WORKING CONDITIONS & EXPECTATIONS

• Full-time with peak workload during scheduling (before the start of the school year), course request cycles, attendance/coverage needs, and transcript/reporting windows.
• Occasional evening work aligned with academic events (course planning nights, family meetings, etc.) as needed.
• Successful completion of background checks and other pre-employment requirements customary for independent schools.

COMPENSATION & BENEFITS

Salary is competitive and commensurate with experience; a comprehensive benefits package included.

HOW TO APPLY

Please submit a cover letter, resume, and the names/contact information for three references to: David Perry, Head of School, via his assistant, Ms. Walters, at candidates@falmouthacademy.org. Applications will be reviewed as they are received until the position is filled.

EQUAL EMPLOYMENT OPPORTUNITY / NON-DISCRIMINATION STATEMENT

Falmouth Academy is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, ancestry, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law in the administration of its educational policies, employment policies, admissions policies, financial aid programs, or other school-administered programs.