Assistant Director of Academic Records

Job Details: Job Location: UPPER SCHOOL - MIAMI, FL 33133, 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 maintenance of academic records, academic scheduling, enrollment, grading, transcript management, 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. This is a 12-month full-time administrative position reporting to the Chief of Innovation and Strategic Programming.

Responsibilities

Maintain data integrity across student, parent, and course records in Blackbaud K-12, the school's database of record
Produce quality assurance and analytical reports and data exports for school departments, the online bookstore, and Steckley (including student photos)
Train and support faculty and staff on Blackbaud K-12
Assist with the annual course request process, personalized student request forms, four-year plans, and course catalog updates in partnership with campus heads
Update course records and course of study information annually; prepare department recommendation and placement spreadsheets and track new student placements and electives
Assist the Head of the Upper School with producing student schedules for Back to School Night and managing Parent Curriculum Night logistics
Assist with developing scheduling timelines and procedures; building daily schedule outlines, block rotations, sectioning, teaching assignments, room charts, and classroom capacities
Enter all course requests in Blackbaud and enroll Upper and Middle School students, resolve conflicts, and conduct schedule reviews with academic leaders and College Counseling
Process schedule changes, appeals, and conflicts year-round; remove non-returning students from courses
Support scheduling and maintaining data for special programs (e.g., Pathways, Independent Study, Bowden Fellows)
Partner with Dean of Student Activities on both campuses for annual club offerings, activity leaders, and rooms; assist with Middle School clubs request and enrollment process
Manage paper and digital records, retention and purging; maintain transcript and diploma files
Handle records requests and verifications; monitor the departmental email accounts and process requests accordingly
Issue transcripts to students, families, alumni, and transfer schools after Business Office clearance; support international student matriculation
Audit graduation requirements and transfer credits; provide GPA data to College Counseling, Athletics, and Admissions as needed
Assist with the preparation of Honor Society induction ceremony packets
Support leadership with Cum Laude communications and ceremony logistics
Perform other related duties as assigned

: Qualifications

Bachelor's degree required
Experience in a registrar, academic records, or scheduling role, preferably in a 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