Registrar and College Counseling Assistant

TITLE: Registrar + College Counseling Office Manager

FTE: 1.00

REPORTS TO: Dean of Academics, Director of College Counseling

CLASSIFICATION: Non-exempt Hourly

START DATE: Preferably Mid May 2026 or July 1, 2026

HOURLY RATE: $35-$50

OVERVIEW:

Marin Academy seeks a highly organized, collaborative, and detail-oriented individual to serve as Registrar and College Counseling Office Manager. This full-time position plays a central role in supporting both the school’s academic record-keeping and the daily operations of the College Counseling Office and its four full-time college counselors.

This position combines two complementary areas of responsibility:

Registrar (0.5 FTE): Stewardship of student academic records, scheduling systems, transcripts, reporting, and compliance with internal and external requirements.
Office Manager and College Counseling Assistant (0.5 FTE): Administrative and operational support to the College Counseling team, including coordination of communications, management of application materials and documentation, event logistics, calendar oversight, and direct support for students and families navigating the college process.
The ideal candidate brings strong systems thinking, discretion, flexibility, and the ability to manage multiple priorities in a dynamic, mission-driven school environment. This role requires precision, warmth, and a commitment to supporting students, families, and colleagues with professionalism and care.

REGISTRAR RESPONSIBILITIES:

Manages accurate student records, including enrollment, grades, and transcripts.
Manages, creates, and revises all academic forms and calendars, and coordinates with department chairs, class deans, and advisors to distribute key information related to course scheduling.
Maintains all academic and advisory, grading, and course sign-up roles through MA online student information system (SIS) and online learning management system (LMS)
Coordinates with the Director of Learning Services, the Dean of Students, and the Dean of Academics to create advisory groups, build academic schedules, and maintain grades.
Prepares and distributes academic reports, such as report cards, progress reports, and transcripts.
Oversee the collection and organization of data from the school’s SIS and LMS to support the school’s research initiatives.
Serves as a liaison between students, parents, teachers, and administration regarding academic matters.
Stays informed about changes in academic policies, regulations, and requirements, and ensures compliance with relevant authorities.
Maintains Physical Education credit system and data.
OFFICE MANAGER/COLLEGE COUNSELING ASSISTANT RESPONSIBILITIES:
Database & Application Systems Management
Serve as site manager for SCOIR, maintaining accurate records of student applications, deadlines, overseeing transcript uploads, standardized testing data, GPA data, etc.
Coordinate compliance-related submissions, including Cal Grant reporting, UC ELC transcript submission, and NCAA documentation
Testing & Assessment Coordination
Coordinate and oversee PSAT, SAT, ACT and Advanced Placement testing administration
Serve as liaison to the College Board and other testing agencies, including ordering materials, secure storage, compliance oversight, and billing coordination
Recruit, train, and supervise test proctors
Partner with Learning Support and IT to ensure appropriate accommodations and smooth testing logistics

Office Operations & Community Support
Serve as the first point of contact for students, families, faculty, and college representatives
Oversee the fall college admission representative visit program, including scheduling, student registration, and hospitality coordination
Coordinate logistics for family programs, workshops, and college counseling events
Maintain organized office systems, records, and supplies
Maintain accurate records of departmental expenses and assist with reimbursement processing in coordination with the Director of College Counseling and the Business Office
Support communication related to summer programs, scholarships, and enrichment opportunities

QUALIFICATIONS:

Previous experience in academic administration and/or student services
Strong interpersonal and proactive communication skills
Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously, with urgency and efficiency
Proficiency in using educational technology and student information systems, with a strong preference for those with experience using Blackbaud, Google Suite, Adobe, and other platforms. Experience or openness with AI and workflows preferred
Dedication to confidentiality and upholding ethical standards in working with student records and personal information

APPLICATION PROCESS:

Please complete our online application and submit a résumé and cover letter on our online portal. http://www.ma.org/careers

MA is a vibrant and diverse community, and students and teachers alike continue to work towards the furthering of an inclusive and supportive school. Candidates should have the inclination and experience to work in a community focused on issues of equity and social justice. We welcome candidates who are eager to grow in their professional lives and who demonstrate a willingness and an ability to engage in reflection on their practice.

Marin Academy’s mission statement “asks every individual to think, question, and create in an environment of encouragement and compassion, and challenges each person to accept the responsibilities posed by education in a democratic society.”  Marin Academy is an equal-opportunity employer committed to excellence through diversity, and people of color and women are encouraged to apply.  For more information about Marin Academy, please visit our website (www.ma.org).