Registrar to School, Assistant to the Middle Division School Head, and Front Office Team Member 

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Prospect Sierra School

Registrar to School, Assistant to the Middle Division School Head, and Front Office Team Member

Overview of School

Prospect Sierra School, a prominent East Bay independent school, is seeking a Registrar/Assistant to the Middle School Head at the Middle School campus for the 2021-22 school year.


Prospect Sierra is an independent, coed TK–8 school located on two campuses in El Cerrito, California, serving 465 students. Prospect Sierra gives students the tools to build a better world by integrating rigorous academics with a deep understanding of human emotions. Every day our exceptional teachers connect students’ academic experiences to ethics, empathy, and social and emotional intelligence. The result is deeper intellectual engagement, greater self-knowledge, and compassionate relationships. Prospect Sierra students develop courage to become more than great students, but great people. Please visit our website,, for more information.

Overview of Position:

The successful candidate will work in three main capacities: Front Office Team Member, Assistant to Middle School Division Head, and School Registrar. The successful candidate will report to the Middle School Division Head.

Responsibilities of the job:

Front Office Team Member:

Join efforts of the front office to provide day-to-day support of the operations of school including but not limited to: receiving/supporting students, teachers, and family members with day to day logistics.
Collaborate with the Front Office Team to help cover needs that appear throughout the day.

Middle School Division Head Assistant:

Support the Middle School Division Head with daily operations, planning, scheduling, and logistics. Some of these responsibilities include but are not limited to these items:
Keep Middle School Head’s calendar and internal school calendar.
Schedule meetings with faculty, staff, and families
Edit and update standard letters to parents throughout the school year.
Assist with setting up division meetings, parent meetings, etc.
Create Facilities work orders for special school events.
Create seating plans for assemblies and events.
Provide back-up for Head’s campus duties, as needed.
Proofread correspondence, reports, job descriptions.
Assist with hiring: post job ads, monitor incoming resumes, arrange interviews.
Coordinate substitute teachers
Secure substitutes for teachers who are out for known, pre-planned reasons (Professional Development Experiences, Personal Days, etc.)
Secure substitutes for teachers who are out suddenly for illness with short notice – the night before or morning of.

School Registrar

Data Management:
Perform the roll-up process in the student database (Keystone) before the start of every school year—withdraw/graduate students and enroll new incoming students, including late arrivals.
Update student database with any changes to student/family information and class assignments/schedules throughout the school year. Ensure faculty have copies of their teaching schedules and class rosters.
Work with IT/IS Manager to manage the online school registration process.  Create, process, and track returned forms and follow through with families to make sure all forms are completed.
Provide paper copies of all students emergency information (medical and consent to treat) as needed.

Student Transcripts & Files:
Maintain current student hard copy files in the front office. Remove files for graduated eighth graders and withdrawn students and add files for new students annually.
Send off student cumulative files as requested for graduating eighth graders and for other withdrawing students.
Request transcripts as needed for all new incoming students.
Work with High School Counselor in the fall to supply letters or transcripts to high schools as needed.

Student Immunizations:
Collect and file current immunization records for all rising seventh graders and all new incoming middle school students. Meet all current state immunization requirements, including  affixing TDAP stickers, updated 7th grade state school immunization cards, and filing state report.

Progress Reports:
Assist Middle School Division Head with proofing of online progress reports for 5th-8th grades. Track proofing progress.
Send out final online progress reports to families using InResonance (Family Access Module).
Print hard copies of 7th and 8th grade reports and file in the office to prepare for high school cum files.

Emergency Preparedness:
Work with the Middle School Division Head and Dean of Students to update the content of red emergency binders and emergency classroom bags every year before the start of school.
Create student emergency name tags for all new incoming students and receive fifth grade name tags from the elementary office.

Parent & Faculty/Staff Drivers:
Obtain insurance information and check driving records of all parents or faculty/staff who drive students on school study trips or athletic events.

Required Qualifications

A passionate commitment to creating a joyful environment for the school
Organizational skills and the ability to multitask
Excellent interpersonal and communication skills, both written and verbal
Comfort and ability to learn various online platforms: Filemaker, Google Office Suite (especially Google Calendar and Google Docs), Slack (instant messaging platform), Parentsquare, etc.
Knowledge of the essential role Social Emotional Literacy & Diversity, Equity, and Inclusion plays in the workplace
Ability to take initiative, take on leadership roles as needed, and collaborate effectively with diverse constituencies

School-wide Duties

Participation on committees as needed and appropriate
Ancillary duties include responsibilities that are part of middle school life, e.g., team and staff meetings, attendance at school functions, chaperoning school trips, committee work, recess duties, etc.

How to Apply

Email a resume, a one-page cover letter, and a list of three references with contact information to: Nathan Tanaka, Middle School Division Head

Email: (include Registrar/ Assistant to the Middle Division School Head” in the subject line)

Prospect Sierra is an equal opportunity employer. Our community is diverse in many ways, inclusive of race/ethnicity, sexual orientation, gender spectrum, age, ability, and more. We welcome and value the same in our faculty and staff.


Salary is competitive. Benefits included.

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