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Upper School Administrative Assistant/Registrar

Position Type Staff
School Name Charles Wright Academy
City, State Tacoma, WA 
Posted 04/11/2019

Charles Wright Academy __________________________________________

7723 Chambers Creek Road West

Tacoma, WA 98467-2099


Upper School Administrative Assistant/Registrar

Posting Date: April 11, 2019

Application Deadline: Open Until Filled

Start Date: August 2019

About the School: Charles Wright Academy (CWA), located on a beautiful, wooded 107-acre campus, serves 654 students in Preschool through 12th grade. The only coeducational independent Preschool-12 school in Tacoma, Washington, CWA provides challenging, college preparatory academics that prepare students to thrive in college and in life. Equally important is a wide array of experiential education, artistic, athletic, and service opportunities that promote students’ social-emotional development and provide avenues by which they discover and pursue their passions. Close, respectful, and trusting relationships between faculty and students result in an environment in which all community members embrace both the hard work and the joy inherent in the journey of intellectual and personal growth.

Our Mission Statement: Charles Wright Academy provides a rigorous and dynamic liberal arts education built on the principles of excellence and compassion. Within an inclusive and globally aware learning community, we foster self-reliance, integrity, social responsibility, and humor, inspiring our students to discover within themselves the courage to achieve their personal best in mind, body, and spirit.


Under the direction and supervision of the Upper School Director, perform recordkeeping duties in the evaluation, preparation, modification and maintenance of scholastic records. Register new students; input and maintain student data, maintain a master course schedule of 5 - 7 courses/student for students and monitor master schedule information, and maintain automated and physical records and files. The Registrar works collaboratively with multiple staff members on all data and communication related activities, including updates and improvements to the student information system, and supports academic operations.


Student Records, Master Calendar and Database System

  • Establish and maintain permanent student records and related filing systems including enrollment, academic, personal and withdrawal information;
  • Register new students; request records and transcripts for new students from previous schools; evaluate transcripts received from other schools to determine student placement; generate and distribute records, transcripts and other student information to faculty, staff and administrators;
  • Track student graduation requirements; work collaboratively with faculty, school administration and college counseling on the production and dissemination of report cards and final transcripts;
  • Input and update records in the appropriate databases while maintaining accurate data and information regarding current and new students including grades, credits, test scores, attendance, immunization, and other student information; and
  • In conjunction with the Upper School Director and the scheduler, develop the annual master schedule; assist and advise faculty, students, and families concerning the master schedule; arrange and maintain registration, grade reporting, special schedules, and other assigned calendars.
  • Administrative and Reporting Duties

  • Distribute, collect, process and review course add/drop forms, report cards and other specialized forms for completeness and accuracy; research and compile student information for input as needed;
  • Compose, edit, and type a variety of forms, letters, lists, reports, spreadsheets, applications and certificates; duplicate and distribute/collect materials as necessary; in collaboration with Upper School Director, create, modify and distribute school publications (e.g., course catalog, book lists, etc.);
  • Compile information and prepare and maintain a variety of data, records, reports and files related to student, testing, grades, eligibility, transcripts and the master schedule;
  • Provide administrative support to the Upper School Director, Assistant Upper School Director, Dean of Students, and College Counselors;
  • Receive telephone calls, greet visitors and provide information and assistance to students, parents, staff, schools, outside agencies and the public; verify student information for athletic eligibility, school admissions, background checks and other inquiries;
  • In collaboration with the Upper School Director, process diplomas, prepare lists of graduates, submit information for printing, and assist with coordinating graduation activities and information;
  • Communicate promptly with students, parents, employees, administrators and outside agencies to exchange information and resolve issues or concerns;
  • Coordinate, prepare, and distribute hard copy and electronic mailings to students, parents, and other community members as needed; and
  • Work with Upper School Receptionist and delegate projects as needed; act as phone and desk coverage during receptionist lunch and other absences.
  • Events and Programming

  • In collaboration with other Administrative staff and school Administration, plan, coordinate, and prepare distribution material, schedules, forms, signs, etc. for student events such as Back to School Night, Baccalaureate, Graduation, Parent-Teacher Conferences, etc.; and
  • Must be available for occasional evening and occasional weekend events.
  • Required Qualifications:

  • High School diploma or equivalent required, Associates degree preferred. Extensive prior experience considered in lieu of degree;
  • Prior administrative experience, preferably in an educational environment;
  • Ability to work with wide range of people—students, parents, faculty, staff, alumni, and community members;
  • Proficiency in Microsoft Office Suite, Google G-Suite for education, Veracross and Mac hardware/systems;
  • Ability to prioritize a number of projects, assimilating information with accuracy and consistent attention to detail and meet schedules and deadlines;
  • Self-starter with excellent decision-making capabilities; and
  • Possesses effective written and oral communication skills and organizational and interpersonal skills working within a team environment.
  • Salary/Benefits:

    Salary is competitive with other independent schools in the Pacific Northwest.

    Application Process:

    Interested candidates should send a letter of interest and resume to:


    Mail: Attention Office of Human Resources at address above.

    In-person application: Follow campus signs to “Upper School”, using Upper School visitor parking. The Office of Human Resources is open Monday through Friday, 8:00 am – 4:30 pm.

    No phone calls, please.

    Charles Wright Academy is an Equal Opportunity Employer: M/F/V/D.

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