Registrar and College Counseling Coordinator
Job Details
Main Campus - Smyrna, GA
Full Time
4 Year Degree

Primary Objectives:

The Registrar & College Counseling Coordinator is responsible for assisting and supporting the College Counseling Office as well as the Middle School and Upper School principals. This position manages the academic aspects of student enrollment and withdrawal while partnering with faculty, administration, students, and parents. Also responsible for leading the development of the master schedule for Middle and Upper Schools, in partnership with the assistant head of academic affairs, the principals and director of college counseling. The Registrar & College Counseling Coordinator is also responsible for the accuracy, security, maintenance, confidentiality, and integrity of student records.



Key Responsibilities:

  • Serve as an Academic Coach and provide support for students and families by helping answer questions related to the college search
  • Work with students, parents, faculty, and administration to set the class schedules for all Middle and Upper School students
    • Compile the annual list of new courses
    • Maintain the Middle and Upper School course catalogs on the Whitefield Academy website
    • Manage student course plans course choices
    • Work with the Middle and Upper School principals to create a master class schedule and enroll students in their course schedule
    • Process student requested schedule changes at the start of each term
  • College Counseling office support
    • Assist in the coordination of College Counseling events and programs
    • Assist in the scheduling of college admissions visits and in the welcoming of campus guests
    • Oversee the use of Naviance and SCOIR for all college related correspondence and provide support to teacher recommenders and students in the use of the program
    • Responsible for uploading all standardized test scores and other supporting documents into Naviance/SCOIR
    • Ensure application packets are completed accurately, professionally, and sent to the respective institutions in a timely manner
    • Schedule and lead parent training sessions for SCOIR
    • Assist students with the maintenance of and access to their virtual accounts in College Counseling including SCOIR, Common App, CollegeBoard and ACT, etc.
  • Special Events
    • Serve on the team responsible for planning Commencement and Baccalaureate.
    • Co-Lead in the planning and implementation of Upper School Academic Honors Assembly and Senior Awards Ceremony
  • Transcripts
    • Produce and audit transcripts for compliance with graduation requirements
    • Input history of prior high school coursework for new Upper School students
    • Input transcript credits for Middle School coursework into freshman transcripts
    • Coordinate the processing of all college applications and supporting documentation to colleges and scholarship programs
    • Handle all transcript requests for students, including midyear and final year transcripts requests to college admissions offices and scholarship programs
    • Manage the Middle and Upper School academic records files
    • Fulfill and document all transcripts/records requests for withdrawn students PreK-4 through 12th grade
  • Reporting
    • Prepare regular reports for failing grades, Junior/Senior privileges, honor rolls, etc. for Middle and Upper School students
    • Coordinate with the IT staff regarding web views or report cards, grade books, and schedules
    • Responsible for the maintenance of NCAA, NAIA, and GA Futures platforms including the regular update of student information and documentation
  • Grade Book Management and Reporting
    • Prepare templates for new grade books at the beginning of each academic year
    • Train faculty on the use of grade book systems and end or term processes
    • Finalize all Middle School and Upper School course grades at the end of each term
    • Manage grade reports needed throughout the year and provide updates when needed
  • Off-Campus/Online Coursework
    • Support students though completion of credit recovery or selection of enhancement credit course offerings
    • Maintain grade books for students taking off-campus courses and finalize transcripts when courses are completed
    • Act as the facilitator for the Georgia Virtual School


Professional and Personal Attributes, Skills, Knowledge, and Experience:

  • Bachelors degree and office experience required
  • Strong organizational and interpersonal skills
  • Excellent oral and written communication skills
  • Commitment to a diverse student body
  • Dedication, enthusiasm, and passion for the work
  • Ability to maintain confidence of sensitive issues
  • Proficient with technology: word processing, spreadsheets, and databases
  • Creative approach to problem-solving
  • Excellent management capability with vision
  • Ability and confidence to work independently using sound judgment and discernment skills, as well as a commitment to working as part of a team
  • Experience working with student information systems such as Naviance, SCOIR, and Veracross is a plus
  • Experience working in higher education, enrollment management, or a high school setting is a plus


In addition, the person should:

  • Commit to living his/her life under the lordship of Christ
  • Model a consistent daily walk with Jesus Christ, and be a Christian role model in speech, actions, and attitudes, which contributes to the spiritual atmosphere of the school
  • Believe and affirm the schools Statement of Faith
  • Commit to exhibiting Whitefields core value for our students to experience diversity that reflects the body of Christ and support the schools diversity vision that aims at unity in Christ
  • Demonstrate evidence of consistent spiritual activities such as worship at a local church, fellowship with the body of Christ, personal devotional time with the Lord, and individual study of scripture
  • Evidence of the fruit of the Spirit in the nurturing of relationships with other staff members, students, families, and the community at large
  • Be actively involved in a local church


Work Environment and Physical Demands:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A request for reasonable accommodations must be submitted to the HR department.


Work for this position will take place primarily in an office, and secondarily in a classroom. The physical demands of this position include lifting up to 10 pounds often, up to 25 pounds intermittently, and up to 50 pounds rarely; carrying up to 10 pounds intermittently, and up to 50 pounds rarely; climbing/balancing and crawling rarely; kneeling and crouching intermittently; reaching regularly; sitting, walking, bending, stooping, and standing often. To perform this job the person must be able to work for extended periods of time at a computer/keyboard; must be able to talk, hear, stand, sit, and/or walk for extended periods of time; and must possess normal manual dexterity and hand-eye coordination.


Nothing in this job description restricts the Schools right to assign or reassign duties and responsibilities to this job at any time. This description reflects managements assignment of essential functions. It does not prescribe or restrict the tasks that may be assigned. This job description is subject to change at any time.


This full-time position will begin July 28, 2022. To apply please go to under About Us/Employment. Whitefield Academy is an equal opportunity employer.