n Application | CalWestEducators

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Applying for Position:
Polytechnic School,
Pasadena, CA

This opening calls for specific administration qualifications set by the school.

Polytechnic School seeks an enthusiastic and detail-oriented registrar and college counseling coordinator to join our K-12 school community. The registrar performs a wide variety of administrative duties in support of our academic and college counseling programs and reports to the Upper School director.

Essential responsibilities and duties include:

Create and maintain current student academic records, including:

  • Maintaining and updating current and historical student records, including students’ personal and academic data, grades, and grade changes.
  • Managing issuance of official and unofficial K-12 transcripts, enrollment, and GPA verification forms.

Process, review, and distribute grade reports.

Oversee transfer of student records from Admission Office to and through each division.

Administer Poly’s AP testing program.

Assist the College Counseling Office, including:

  • Managing Naviance, including creating student accounts, uploading test scores collected from various agencies, and uploading and sending electronic documents in support of college applications.
  • Supporting and coordinating evening programs, including presenting to student and parent groups as required.
  • Managing calendars and scheduling appointments for each college counselor.
  • Assisting with planning and presenting for student events, including essay and application workshops.
  • Coordinating student applications for National Merit Scholarship Program.

Provide information and reports as requested to department chairs and members of the administration.

Perform other duties as assigned.

About Polytechnic School

An independent, coeducational college-preparatory school in Pasadena, Calif., Polytechnic School offers a broad curriculum in the liberal arts for students in kindergarten through grade 12. Founded in 1907, the school enrolls approximately 860 students from diverse ethnic, racial, religious, and economic backgrounds.

The mission of Polytechnic School is to develop the intellect, talents, and character of each student in a community of learning dedicated to principles of academic excellence that values the uniqueness and dignity of each member and fosters personal responsibility and service to others. We are committed to honesty, justice, charity, and the pursuit of knowledge. We respect the dignity and worth of all human beings — their thoughts, their feelings, and their individuality. We seek to celebrate the joy, the love, and the creativity that emanate from the human spirit. We strive to be responsible and contributing members of our families, our school community, and the world. The Poly community appreciates the cultural, ethnic, and economic diversity present in the Pasadena area and strives to reflect it. Members of the Poly community appreciate and learn from individual differences, foster the ability to disagree with civility, and embody courtesy and compassion.


Candidates must have a bachelor’s degree and preferably a minimum of three to five years of working at the Middle and/or Upper School level. The ideal candidate will be well organized and experienced with record keeping and scheduling. Ability to analyze, manipulate, and present data desirable. Candidate should possess excellent computer skills. Experience with Microsoft Excel, Google Docs, and Naviance preferred. Candidates should be professional and collaborative, detail-oriented with an ability to work independently and on multiple projects at once. Outstanding written and verbal communication skills, planning ability, and problem-solving skills are key.

Physical requirements and work environment

  • Work in an environment dealing with a wide variety of challenges and deadlines, as well as a diverse array of contacts;
  • Work at a desk and computer for extended periods of time;
  • Work primarily in a traditional climate-controlled environment;
  • Ability to occasionally lift up to 30 pounds;
  • Work primarily in a traditional climate-controlled office environment.


Polytechnic School is committed to attracting and retaining talented, dedicated employees through a competitive compensation plan that is commensurate with experience.


A full benefits package includes medical, dental and vision coverage, and a retirement plan.


Applicants should submit cover letter.

Equal Opportunity Employer

In order to provide equal employment and advancement opportunities to all individuals, Poly will recruit, hire, train, and promote faculty and staff without regard to an individual’s race, color, sex, gender identity, genetic information, sexual orientation (including heterosexuality, homosexuality and bisexuality), national origin, ancestry, citizenship status, uniformed service member status, marital status, pregnancy, age, medical condition and physical or mental disability (whether perceived or actual), or any other consideration made unlawful by federal, state, or local laws. School policy also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics. This policy governs all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.

CalWest and our partner schools are unable to respond to all applicants.

Candidates may be submitted to multiple positions during their time with CalWest. Also, candidates may not be chosen to move forward in the search they initially expressed interest in pursuing.

Our client schools make the final decisions.

Deciding to Apply

At minimum, applicants should have:

About CalWest Educators Placement

CalWest is the “go-to” firm for educators seeking new positions at independent schools on the West Coast. We focus on increased communication and understanding with our candidates, providing reliable and candid advice about the schools they are considering.

If you have questions about the qualifications to apply, please contact us at mysearch@calwesteducators.com.