High School Office Manager and Registrar

Oakwood School is an independent, non-sectarian, college-preparatory school for students in preschool through twelfth grade. Students come to Oakwood for an outstanding, balanced academic program led by expert, passionate teachers who foster confident self-expression and self-discovery. Our diverse community, thriving on an expansive campus, provides a home for an extended family of learners. Here, we share our unwavering commitment to a more intentional education.

Located in beautiful suburban Morgan Hill, CA, Oakwood offers its faculty and staff convenient access to many amenities, such as shops, restaurants, and a variety of outdoor recreational activities. The world-class resources of Silicon Valley, Stanford University, the University of California-Berkeley, San Francisco, and the entire Bay Area are only a short drive away.

Oakwood is seeking a full-time High School Office Manager and Registrar. This position starts in the 2025-26 school year, beginning in July 2025.

SUMMARY

Oakwood School seeks a highly dedicated and detail-oriented High School Office Manager and Registrar. The High School Office Manager and Registrar plays a vital role in ensuring the smooth and efficient functioning of the high school office. This is the first point of support for all students, parents, faculty, and other visitors either physically entering or calling the high school office. The responsibilities encompass a wide range of tasks, from managing office procedures to maintaining accurate student records and supporting the overall administrative needs of the high school.

ESSENTIAL DUTIES AND RESPONSIBILITIES (include but are not limited to)

High School Office Manager

• Oversee the day-to-day operations of the high school office, including responding to phone calls and emails, scheduling conference rooms, maintaining office supplies, and handling general administrative tasks
• Daily updates and reporting on student attendance, tardiness, and adherence to school cell phone policies
• Student, visitor, and employee campus sign-in/sign-out
• Oversee make-up testing in the high school office
• Attend committee, department, and staff meetings
• Assist with special events such as HS Orientation, HS Back to School Night, Open Houses, etc.
• Work with faculty to plan school field trips that occur during the school day
• Assist colleagues with Green Sheets (high school office related expenditures)
• Assist the High School Principal to plan and execute job candidate visits, including ordering lunch, printing student name tags for any demo lesson, and supplying guest wifi login information
• Document student health visits/reports and inventory on-campus student medications (EpiPen, Inhalers, etc.)
• Facilitate sub coverage for US staff absences, including school-sponsored trips (Catalina, Golden Gate, East Coast, and HS/MS Adventures)
• Process staff absence form data for payroll
• Manage SEVIS/I-20 paperwork (international student support)
• Communicate HS Finals schedules and arrange subs during final exams
• Administer report card reminders to HS faculty
• Oversee end-of-year Student Awards: organize voting, print certificates and gather faculty signatures, determine Evergreen award recipients, schedule framing of “Big Three” awards, ensure enough honor cords are on hand and manage bundling of proper cords for each senior
• Help to coordinate the High School Awards Ceremony
• Offer support for High School Graduation: Diplomas, Caps & Gowns, Speakers
• Establish and document High School Office Procedures 
• Communicate effectively with parents and colleagues through approved channels

High School Registrar

• Maintain accurate high school student files
• Collaborate with various external stakeholders, such as registrars from other schools, to exchange relevant information and student records for transfer students
• Prepare, update, and maintain transcripts for new students, graduates, and transfer students
• Execute graduation activities: certify all student records related to diploma completion and produce diplomas
• Work closely with the Director of College Counseling on relevant tasks related to college admissions

OTHER DUTIES AND RESPONSIBILITIES (include but are not limited to)

• Help promote a welcoming environment and culture of inclusiveness through positive interactions with students, families, visitors, and faculty
• Maintain absolute confidentiality with sensitive personal information
• Embody Oakwood School’s mission and values
• Support and follow school policies and procedures

SKILLS, EDUCATION, AND EXPERIENCE

Required

• Bachelor’s degree and 2+ years of relevant work experience.
• Strong competency in computer software, including Microsoft Office, Excel and the Google Suite.
• Strong attention to detail and ability to deliver high-quality work within specified deadlines.
• Strong interpersonal skills and commitment to being part of a diverse, equitable, and inclusive school community.
• Excellent communication and collaboration skills to work closely with cross-functional teams.
• Ability to adapt to changing priorities and handle multiple projects simultaneously.
• Self-motivated learner with a proactive attitude toward acquiring new skills.
• Effective time management skills to meet multiple ongoing deadlines.
• Ability to multi-task and stay focused, even with occasional to frequent interruptions
• Ability to maintain absolute confidentiality and the integrity of all aspects of information disseminated within or external to the school community.

PHYSICAL REQUIREMENTS & ENVIRONMENTAL CONDITIONS

• Ability to stand, walk, stoop, kneel, crouch, and manipulate (lift, carry, move) weights of 10-30 pounds
• Ability to perform repetitive wrist/hand/finger movement to work on computer and/or related office equipment
• Ability to work at a desk/computer for extended periods of time
• Ability to sit, reach with hands and arms, talk, and hear 
• Ordinary ambulatory skills sufficient to visit other locations on campus 
• Comfort in a normal office environment with moderate noise levels

COMPENSATION

This position has an expected salary range of $50,375-$65,488, which will be commensurate with education and experience.

BENEFITS

Benefits include medical, dental, and vision insurance, 403b retirement plan with employer match, paid sick leave, professional development opportunities, and on-site cardio and weight room.

Dependent children of employees receive tuition remission (one child no-cost tuition/full-time employee), financial aid and scholarship opportunities, and on-site before and after school care.  

Please visit Oakwood’s Employment webpage to learn more and access a full listing of benefits. 

Oakwood School is dedicated to a culture of dignity and inclusion for all and is honored to be an equal opportunity employer.