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Registrar - Westside Waldorf School - Los Angeles, CA

Westside Waldorf School

Pacific Palisades, CA, USA

Full time


Dec 1


The Westside Waldorf School in Pacific Palisades, California, is accepting resumes for a part-time (20 hours/week) Registrar. This position has the potential to convert to a full-time position, based on the school’s needs, and, after the successful completion of a 90-day probationary term.

The mission of the Registrar is the collection and maintenance of the school’s student records, including enrollment records and applications, and ensuring that all files are in compliance with state requirements.

The Registrar serves the school through the following duties and responsibilities:

• Create, update and retain all electronic and hard copy student files according to WWS' file retention and storage policies.
• Point person for all student records/transcript requests. Provide records within Westside Waldorf School’s policy.
• Ensure that the Waldorf Early Childhood Center has a copy of the student enrollment file for each student attending at that location
• Request, maintain, and follow up on immunization records for all enrolled students
• Stay informed about changes to immunization requirements and update parent communications and student records accordingly
• Be a resource for the school on topics related to immunization requirements, preschool licensing requirements pertaining to student records, and accrediting agency document retention best practices
• Be prepared to respond to auditors from preschool licensing and State Department of Health regarding immunizations
• File required Immunization reports with the Department of Health annually for both campuses. (Grade 7, KG, Pre-schools)
• Track/report communicable diseases as required by the Department of Health/ Disease Control.
• Ensure all records, databases, and files are held confidentially, are current, and are professionally organized for ease of access, accuracy, and business continuity
• Perform other administrative duties as needed and/or assigned by Administrative Leadership

Other Areas of Work (As time permits):
• Work closely with the Director of Admissions to ensure timely response to enrollment inquiries.
• Manage tour guest lists in SharePoint and provide confirmation, follow-up emails and calendar invites for tour guests.
• Print name tags, sign-in sheets, and agendas for tours and events as needed
• Utilize the school’s BigSIS enrollment database to track leads, inquiries, and enrollment.
• Work closely with the Director of Admissions to help ensure that prospective families have the information they need and that they know what is being requested of them throughout the admissions funnel
• Support visit and interview scheduling/coordination by providing confirmation, follow up emails and calendar invites for interview guests and faculty as needed
• Follow up with prospective parents and other schools to collect all application documents
• Support communication of acceptances to prospective families and initiate enrollment in BigSIS.
• Be the main point of contact for the collection of enrollment documents for new families
• Help plan the school’s re-enrollment strategy including timeline, communications, and re-enrollment system testing
• Be able to provide and run accurate enrollment reports from the school's database
• Provide support at monthly tours during school hours on each campus for set up, clean up and to greet and shepherd guests as they arrive and depart
• Assist the Director of Admissions to coordinate volunteers and execute meaningful admissions events for prospective families as needed
• Work closely with the Director of Admissions to receive and share feedback from tour attendees using Survey Monkey
• Customer Service
• As one of the initial points of contact for new families be a welcoming voice from the school to prospective families
• As the primary contact for current families related to re-enrollment and school records be a calm, supportive, friendly, and informative voice
• Follow a professional, efficient, and easy to use communication protocol when contacting prospective and current families
• Respond to all phone calls and emails the same day or within 24 hours
• Coordinate feedback from newly enrolled and withdrawing students using Survey Monkey
• Support re-ordering of name tags, Admissions materials, Outreach swag, and business cards as needed
• Work with the Finance & HR Director to Facilitate hand off and follow up on payments for advertising invoices and admissions materials
• Participate in department and administrative meetings as needed
• Other duties as assigned

Our main campus is nestled between the Santa Monica Mountains and the Pacific Ocean in the Pacific Palisades and our Early Childhood Center is located on a quiet neighborhood street in Santa Monica. Our school enjoys not only healthy enrollment but also a diverse community made up of families and experienced teachers and staff members, with a broad array of life experiences and geographic, ethnic, and cultural backgrounds. Our graduates successfully transfer to a wide variety of both local and out-of-area high schools. Westside Waldorf students experience a rich program that includes Eurythmy, Spanish, Mandarin, Handwork, Woodwork, Instrumental and Choral Music, Games, a Middle School Math track, and Gardening classes. We also provide After-School Sports and an Enriched Aftercare Program.

Westside Waldorf School has begun its path towards AWSNA Accreditation and has been a full member with WECAN since 2009.

High school diploma
5+ years work experience in an office environment
Proficient in Microsoft Office suite
Able to work independently and be a self-starter
Experience working with databases; prior experience with Big Sis, FACTS, or similar school enrollment systems is a plus
Willingness to learn about Waldorf Education
Prior independent school experience working in admissions or in a registrar function is a plus
Waldorf teacher education or familiarity with Waldorf Education is a plus

This position is supported by and reports to the Director of Admissions

Competitive hourly compensation.
403b with matching.

Please send your resume via email with a cover letter and professional references to employment@wswaldorf.org

Westside Waldorf School is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex (which includes pregnancy, childbirth, breastfeeding, and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, religious creed, disability (mental and physical) including HIV and AIDS, medical condition (cancer and genetic characteristics ), genetic information, age, marital status, sexual orientation, military and veteran status, denial of family and medical care leave, or any other characteristic protected by federal, state or local law. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general treatment during employment.

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