Upper School Course Manager and Registrar

Menlo School seeks a strategic, systems-oriented thinker to serve as its next Upper School Course Manager and Registrar. This is a full-time, year-round position, available beginning in January 2027, though the ability to engage in a graduated onboarding and review of the school’s processes before then would be desirable.

Reporting to the Director of the Upper School, the Course Manager and Registrar is responsible for all aspects of the master schedule, course sign-up and change requests, student information management and transcript reporting processes, the Upper School Academic Advising program, and all school-based standardized testing. The Upper School Registrar works closely with the Director of the Upper School, members of the Academics Team, department chairs, and College Counseling.

The Upper School Course Manager and Registrar will:

• Manage the end-to-end master schedule creation process, including new course proposal approvals, course selection and registration for new and returning students, building the master academic class schedule and assigning faculty to blocks and classrooms, managing and adjusting student schedules as necessary, and fielding parent and student questions and concerns related to scheduling

• Maintain the student information system database in Veracross and physical records and follow standard practices to keep materials confidential (including student grades, biographical data, and other academic information); maintain records per school’s record retention policy and respond to all records requests in a timely manner

• Prepare and send home quarterly grade and progress reports (including teacher comments) and manage the report card review and translation process; update and maintain final transcripts

• Work closely with the Admissions, College Counseling, Communications and Development Offices in transferring student/parent data in each phase of a student’s career.

• Synthesize school data (grading data, enrollment trends, etc.) and prepare data reports for the Director of the Upper School, department chairs, and other stakeholders as needed. 

• Track students’ academic progress and completion of graduation requirements; evaluate academic records and ensure that each student is on track for graduation

• Coordinate the Academic Advising program, including onboarding new Academic Advisors, training returning Academic Advisors, coordinating and leading quarterly Academic Advisor team meetings, and assigning Academic Advisors to incoming students

• Serve as an Academic Advisor or as an Advocate 

• Coordinate ongoing UC approval of courses and manage NCAA portal and transcript submissions 

• Serve as the Site Director for Global Online Academy; approve/manage student enrollment requests, intervene with student support as needed, ensure credits are appropriately transferred to Menlo transcripts 

• Create end-of-semester exam and proctoring schedule; manage and proctor late/makeup exams

• Serve as the SAT and AP Coordinator for the school; administer annual PSAT tests for sophomores and juniors and bi-annual SAT School Day tests for seniors and juniors; manage AP exam registration process and administer AP exams in May; manage three part-time proctor staff by training them, assigning them to tests as needed and approving timecards to ensure accuracy

Qualifications:

• Bachelor’s degree required. Master’s degree or equivalent experience preferred.

• Minimum of three years of experience in a school registrar or other relevant position.

• Strongly preferred - knowledge of and facility with Veracross or similar SIS software

• Strongly preferred - experience working with students in a school-based setting

• Strong knowledge of and facility with Google Suite

• Proficiency with Excel/Google Sheets formulas and data manipulation, specifically pivot tables, v-lookups and other data management and organization processes 

• Strong organizational, time and email management skills 

• Ability to work well under pressure and meet deadlines

• Strong attention to detail and ability to perform tasks accurately and independently

• Resourceful and capable of independent learning and initiative taking

• A proven record of keeping sensitive information confidential and acting independently with discernment and high integrity

• Excellent interpersonal skills and strong customer service orientation and an ability to uphold school policies or administrative decisions regardless of pressure

• A willingness to rethink systems and to pilot new ones that may better serve the needs of our students, faculty, and staff

• Open-mindedness to learning new technologies and reporting processes

An ideal candidate will also be effective and experienced at working collaboratively with both

faculty and staff, students and families; making challenging decisions with integrity; and being

proactive in streamlining and improving academic data management throughout the division.

We offer:

• An exceptional work environment and caring community

• Highly competitive salary

• A comprehensive benefits package, including generous contributions to a retirement plan for eligible employees and their families. Learn more here.

To all applicants: 

• To be considered for this position, please submit your resume and a brief cover letter outlining your interest and relevant experience through our application portal.

• We thank all applicants in advance for their interest and will reach out only to those most closely aligned with the position's needs.

• We are unable to sponsor or take over sponsorship of an employment visa for this position.

We look forward to hearing from you!

About us:

Menlo School is an independent, coeducational, college-preparatory school for students in grades six through twelve. Located in the heart of Silicon Valley and founded in 1915, the School is accredited by the Western Association of Schools and Colleges and is a member of the National and California Associations of Independent Schools.

Menlo is dedicated to providing a joyful, transformative education that empowers students to explore broadly, think critically, act responsibly, and navigate the complexities of an evolving world. Our relevant and engaging academic program—complemented by outstanding arts and athletics—sparks wonder, fosters a love of learning, and inspires students to reach their full potential as they grow in competence, confidence, and curiosity. Student care and the supportive relationships students build with teachers, coaches, and peers are at the heart of all we do as we uphold the highest ethical standards, develop character, and pursue a shared commitment to purposes larger than ourselves.

At Menlo, belonging is essential to who we are as a school. We embrace the growth and well-being of every member of our community by cultivating a culture rooted in kindness, trust, and belonging—one where everyone feels welcomed, included, and valued, and where our diverse backgrounds, identities, and ideas are honored with curiosity, care, and compassion.

Learn more about the Menlo School here.

Our equal opportunity employment policy:

Menlo School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants. We administer all personnel practices without regard to race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, marital status or domestic partnership status, disability, protected veteran status or military status, genetic information, or any other category protected under applicable law.

Pay Range:

The expected base salary range for this role is $92,000 – $132,000. Final placement within the range is determined by several factors, including skills, experience, education, job level, internal equity, full-time or part-time status, and scheduled working months, leaving room for salary growth.

Notice to recruitment agencies and third‑party recruiters: Menlo School does not accept unsolicited resumes or candidate submissions from external recruiters or recruitment agencies. Any resumes submitted without a prior signed written agreement in place with Human Resources will be deemed the property of the School, and no fees will be paid.

Job ID: 404