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About the Role

At Quad Prep, we are on a mission to transform the lives of neurodiverse, twice-exceptional and gifted learners by redefining the experience of school. We are seeking innovative and collaborative colleagues to join our team and be part of this inspiring and impactful mission.

Responsibilities

• Maintain the accuracy, integrity, and confidentiality of all student academic records, including transcripts, grades, attendance, enrollment, and course scheduling data.
• Serve as the primary point of accountability for compliance with NYS/NYC recordkeeping and reporting requirements.
• Work closely with admissions, academic leadership, college counseling, and the business office to ensure student data flows accurately across systems throughout the enrollment lifecycle.
• Manage the student information system (Veracross).
• Oversee report card and transcript production.
• Verify graduation requirements.
• Respond to record requests from families, family attorneys, colleges, and outside institutions.
• Manage the enrollment process from contract creation through student matriculation.
• Update enrollment contract language and coordinate contract approval workflows.
• Prepare, distribute, track, amend, and countersign enrollment contracts.
• Load and maintain enrollment documentation within Veracross and other school systems.
• Draft and distribute enrollment-related communications to prospective and newly enrolled families.
• Track enrollment progress and maintain accurate records of enrollment activity.
• Record and manage specialized tuition payment plans and related documentation.
• Collect and verify proof of identity for newly enrolled families and authorized pickup contacts.
• Maintain enrollment forms and update annual enrollment documentation and processes.
• Communicate regularly with the Admissions Department regarding enrollment status, outstanding requirements, and new student onboarding.
• Distribute Magnus Health communications and monitor completion of required health and enrollment documentation.
• Send reminders, follow-up communications, and status updates to families regarding enrollment requirements.
• Maintain detailed notes and records related to enrollment and admissions activities.
• Maintain complete and accurate student records in accordance with school policies and applicable regulations.
• Collect, review, organize, and upload student records, including transcripts, report cards, evaluations, educational plans, and supporting documentation.
• Manage and maintain records including IEPs, neuropsychological evaluations, language waivers, transcripts, previous report cards, and health and immunization records.
• Update student profile photographs and student/family demographic information.
• Manage updates to household structures, contact information, emergency contacts, and authorized pickup contacts.
• Maintain student permissions, including transportation authorizations, media releases, and related consent forms.
• Manage and update NWEA and other student assessment identification codes as required.
• Collect proof of identity for all newly added pickup contacts and ensure documentation is securely maintained.
• Review submitted identification documents, allowing redacted identification numbers when appropriate and in accordance with school policy.
• Maintain and reconcile historical student attendance records across multiple school systems.
• Prepare, distribute, and track attendance affidavits, notices and attendance-related correspondence.
• Upload end-of-year (EOY) attendance records to student files within Veracross.
• Ensure attendance records comply with applicable reporting and record-retention requirements.
• Serve as a point of contact for records requests from families, schools, agencies, and authorized third parties.
• Prepare and process document requests in accordance with school policies and privacy requirements.
• Correspond with family attorneys and other authorized external entities regarding student records and documentation requests.
• Coordinate with division leaders and administrators when affidavits, witness statements, or supporting documentation are requested.
• Maintain confidentiality and compliance with applicable student privacy laws and school policies in all communications and records management activities.
• Maintain detailed records, notes, and documentation related to student enrollment, attendance, and records management.
• Draft, edit, and distribute school communications related to enrollment, student records, attendance, and compliance requirements.
• Support cross-departmental initiatives involving Admissions, Business Office, Learning Outcomes, Staff Development, Student Support Services, Division Leadership, or others as projects are developed.
• Perform other duties as assigned in support of student enrollment, records management, student data collection and analysis projects, school operations, and special projects.

Requirements

• Bachelor’s degree required.
• Minimum 3 years of related experience.
• Exceptional customer service skills with the ability to work effectively with leadership, parents, faculty, and staff.
• Strong organizational skills and attention to detail in maintaining student records and data.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Substantial experience with Veracross, another Student Information System, or a similar large dataset database.
• Proficiency with Google Workspace, including Google Drive.
• Strong problem-solving skills and initiative.
• Collaborative team player and positive representative of the School.
• Prior experience in education administration (preferred).

Skills

• Veracross
• Student Information System
• Large dataset database management
• Google Workspace
• Google Drive
• Customer service
• Organizational skills
• Attention to detail
• Written communication
• Verbal communication
• Confidentiality management
• Sound judgment
• Problem-solving
• Collaboration
• Recordkeeping
• Data management

Location

• New York

Work Type

• Full-time
• Onsite

Experience Level

• Minimum 3 years of related experience

Education Level

• Bachelor's degree

Salary/Compensations

• $75,000 - $90,000

Benefits

• Group medical coverage
• Dental coverage
• Vision coverage
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Pre-tax transit
• Dependent care (DC FSA) accounts
• 401K plan with school match
• Student loan repayment contributions (after one year of employment)
• Professional development opportunities
• First Year Support Program
• Vacation time
• Sick time
• Approximately 20 scheduled school closure days
• Supervision each week for professional growth
• Ability to build a private practice or tutor onsite at reduced rates

About the Company

• The Quad Preparatory School is a New York State Association of Independent Schools (NYSAIS) Accredited School.
• We are committed to building a joyful and inclusive culture where everybody is celebrated for who they are.
• We are committed to creating challenging and engaging learning experiences for our students, seeking diverse perspectives, and working together to continuously refine and redefine best practices in neurodiverse education.
• Quad Prep actively seeks to advance diversity through its programs and hiring.
• We are guided by values that we hold dear and have developed an innovative set of practices to meet our mission.
• We are Groundbreaking, Collaborative, Trustworthy, Constantly Learning and Growing, Resourceful, and Flexible.

Equal Opportunity

• The Quad Preparatory School is committed to the full inclusion of all qualified individuals.
• We take steps to assure that people with disabilities are provided reasonable accommodations.
• The Quad Preparatory School is based on an inclusive philosophy that does not discriminate on the basis of race, color, national origin, religion, gender, age, disability, marital status, creed, sexual orientation, familial status, citizenship, veteran or military status, or any other characteristic protected by law in its hiring procedures and policies.