High School Registrar - Maintain confidentiality of sensitive and priv

High School Registrar

Job Description

Reports To: Assistant Director, Student Services (or designee) FLSA Status: Non-Exempt

School Classification : Classified

Pay Range: $40,000-$50,000/annual

Work Schedule: 12 months

Location: Onsite Office

Position Summary: The High School Registrar supports the operations of the school with a primary focus on student enrollment, preparation of transcripts, and maintenance of student files. ESSENTIAL FUNCTIONS and RESPONSIBILITIES:

General Duties

● Follows policies and procedures that ensure the school operates within legal compliance and school guidelines

● Maintains confidential student information and ensures security of records

● Inputs data

● Creates reports with graphs from data in the student system

● Creates spreadsheets and compiles data

● Communicates with and assists parents, teachers, support staff and school leadership in line with the school’s core values

● Supports track A high school needs, including attending parent information nights and all other aspects of the registrar duties

● Assists with high school graduation

High School Student Enrollment and Withdrawal

● Answers parent and staff questions regarding enrollment

● Participates in intake process with department prior to enrollment

● Assigns students to teacher following school guidelines and processes

● Compile and prepare enrollment packets for the registration process

● Processes withdrawals in the student information system

● Notifies school leadership of student disenrollment in their district Cume File Maintenance

● Creates, reviews, organizes, and maintains cume files and supporting documentation following school guidelines and processes

● Requests cume files from other schools

● Prepares and send cume files to other schools

● Ensures cume files are in compliance with student record keeping laws and are ready for audit High School Registrar Job Description

Board Approved:

1 of 4

High School Transcripts

● Processes transcript requests

● Inputs transcripts into student system following school guidelines and processes

● Receives and send high school transcripts

● Calculates grade point averages if needed, class rank, and prepare honor rolls/special award lists

Student Information System

● Enters enrollment information

● Inputs curriculum and courses

● Creates reports

● Learns and utilizes the school database system to find information and run reports Administrative

● Maintains physical and computerized records

● Performs general tasks such as making copies, answering phones and delivering messages Curriculum and Compliance Duties

● Coordinates curriculum enrollment and communication with vendors

● Coordinates compilation of compliance reports and follows-up with teachers to ensure all documentation is complete

Audit Preparation

● Prepares and organizes files and documents for audit Other Duties

● Respond to all school related written correspondence, phone calls, voicemails, and emails within 24 business hours

● When appropriate, document and report to the school’s management all formal disciplinary actions involving staff; if applicable, addressing and resolving complaints from students, parents, and staff in a timely manner; referring individuals to the proper personnel as appropriate to ensure compliance with the school’s Uniform Complaint Policy; the school’s Uniform Technology Policy; and the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)

● Perform other duties as assigned

QUALIFICATIONS GUIDE:

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

High School Registrar Job Description

Board Approved:

2 of 4

Education & Experience:

● Any combination equivalent to graduation from high school and clerical or secretarial experience

● Two (2) years of related experience preferred

Other Qualifications:

● State and federal background clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and the Human Resources Manager notifying the immediate supervisor of this clearance.

● Proof of a clear TB test or completed tuberculosis risk assessment questionnaire and certificate of completion by a health care professional dated within the last 60 days (Ed. Code 49406 and AB 1667) upon employment and thereafter updated every four years.

● The employee is expected to acquire and maintain a working computer with an internet connection and a printer and respond to a high volume of emails in a timely manner. Knowledge:

● Computer and technology literacy:

Operate office equipment including a calculator, copier, fax machine, computer and assigned software.

Knowledge and experience using Google docs, Google spreadsheets and other online collaboration tools to send and receive information

Methods of collecting and organizing data and information

Basic database skills

● Willingness to research and become knowledgeable of curriculum and educational resources

● Basic arithmetic calculations with speed and accuracy

● Knowledge of applicable laws, codes, regulations, policies and procedures Acquired Skills:

● Well developed, clear communication and interpersonal skills that maintain a respectful, professional and courteous manner

● Conflict resolution skills

● Record-keeping techniques

● Methods of collecting and organizing data and information Abilities:

● Team player

● Love of learning – a lifelong learner

● Flexibility and adaptability

● Able to communicate effectively and regularly with the department head regarding questions and concerns

● Organized

High School Registrar Job Description

Board Approved:

3 of 4

● Openness to differing views and objectives

● Ability to perform varied and responsible educational assistant duties

● Maintain confidentiality of sensitive and privileged information

● Determine appropriate action within clearly defined guidelines

● Work independently with little direction

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

● Hearing and speaking to exchange information

● Dexterity of hands and fingers to demonstrate activities

● Operates a computer and other office productivity machinery

● Seeing to read a variety of materials

● Bending at the waist, kneeling or crouching

● Sitting or standing for extended periods of time

● Lifting objects up to 25 pounds with or without assistance

● Close vision and ability to adjust focus

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

● Office environment

● Noise level is generally moderate

● Work conducted in a public or office setting

● Indoor in varying temperature

● Employee must have available transportation and be able to drive up to 100 miles in a day High School Registrar Job Description

Board Approved:

4 of 4

Contact this candidate