Guidance Secretary/Registrar

Erskine Academy - South China, Maine

Erskine Academy, an independent town academy established in 1883, seeks a detail-oriented and organized Guidance Secretary/Registrar starting in the 2025-2026 academic year. Located in the scenic central Maine town of South China, the academy serves 525 students in grades 9-12 and maintains a tradition of academic excellence and community engagement. We are proud to be recognized as one of the “Best Places to Work in Maine" by Maine Biz Magazine—the only school to receive this prestigious distinction.

Position Overview

The Guidance Secretary/Registrar plays a vital role in maintaining student records, supporting the guidance department, and facilitating student services. This position requires exceptional organizational skills, attention to detail, and the ability to work with sensitive information while maintaining confidentiality.

Essential Responsibilities

• Manage and maintain accurate student academic records and transcripts
• Process transcript requests for current students and alumni
• Assist in course scheduling and schedule changes
• Support guidance counselors with administrative tasks
• Coordinate college application materials and recommendations
• Maintain student information system and databases
• Process new student registrations and withdrawals
• Assist with graduation preparation and records
• Assist with Guidance Office special event preparation
• Manage office communications, including phone calls, emails, and visitors
• Provide support for scholarship applications and processing
• Assist with the preparation of various reports and data analysis

Qualifications

Required:

• High school diploma or equivalent (Associate's degree preferred)
• Minimum of 3 years of administrative/secretarial experience
• Proficiency in Microsoft Office Suite and database management
• Strong organizational and time management skills
• Excellent interpersonal and communication abilities
• Demonstrated ability to maintain confidentiality
• Detail-oriented with strong accuracy in data entry
• Experience in records management

Preferred:

• Previous experience in an educational setting
• Knowledge of student information systems (Rediker preferred)
• Experience with transcript preparation and verification
• Familiarity with college application processes
• Background in customer service

About Erskine Academy

As one of Maine's oldest independent schools, Erskine Academy combines traditional values with contemporary educational practices. Our school provides:

• Collaborative work environment
• Strong community connections
• Dependable and proven leadership support
• Professional growth opportunities
• Modern office technology and resources

Work Schedule

• Full-time, school-year position
• Monday through Friday
• Regular school hours with occasional flexibility required during peak periods

To Apply

Please submit:

• Cover letter
• Resume
• Three professional references
• High school diploma or college transcripts

Or emailed to: Jamie L Soule, Headmaster, at jsoule@erskine247.com

Erskine Academy is an Equal Opportunity Employer committed to building a diverse and inclusive educational community.

Position open beginning the 2025-2026 academic year