Registrar at Normandy Schools Collaborative

Job Summary 

Normandy Schools Collaborative is seeking a District Registrar that will be responsible for managing and maintaining student records, ensuring compliance with state and federal regulations, and providing administrative support for enrollment, graduation, and academic records. The registrar serves as a key liaison between the school, students, parents, and district offices, ensuring the smooth operation of student-related administrative functions.

Reports to: The Assistant Superintendent of Student Support Services/Designee

Supervises: All appropriate staff as required.

Pay Grade: Classified

Term of Employment: 12 Months 

Position Description

To perform this job successfully, an individual must be able to perform the essential job functions consistently and to the satisfaction of the employer. Reasonable accommodations may be made for qualified disabled individuals. This job description is not an exhaustive list, as employees may be required to perform duties not specifically designated within this document, at the employer's discretion. The Normandy Schools Collaborative reserves the right to modify or interpret this job description as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Job Purpose Statement/s: The District Registrar is responsible for managing and maintaining student records, ensuring compliance with state and federal regulations, and providing administrative support for enrollment, graduation, and academic records. The registrar serves as a key liaison between the school, students, parents, and district offices, ensuring the smooth operation of student-related administrative functions.

Key Responsibilities

 Student Records Management:

• Record final grades and earned credits onto official transcripts.
• Maintain accurate and up-to-date student records, including enrollment, transcripts, grades, attendance, and graduation information.
• Ensure compliance with FERPA and other confidentiality regulations when handling student information.
• Audit records regularly for accuracy and completeness.

 Enrollment and Withdrawal:

• Manage the registration process for new and returning students, including verifying residency and required documentation.
• Process student withdrawals, including record transfers to receiving schools and districts.
• Work closely with counselors and administrators to ensure smooth transitions for students.

 Transcripts and Academic Records:

• Generate and distribute official transcripts, grade reports, and other student records as requested.
• Process grade changes and maintain documentation for administrative approvals.
• Prepare cumulative records and support graduation audits to confirm students meet all requirements.

Scheduling Support:

• Assist in creating and maintaining the master schedule in coordination with the counseling and administrative teams.
• Manage course enrollment changes and ensure accurate data entry in the student information system.
• Troubleshoot scheduling conflicts and resolve issues promptly.

State and Federal Reporting:

• Compile and submit required reports on enrollment, demographics, attendance, and graduation rates.
• Stay updated on regulations and policies to ensure compliance with state and federal mandates.

Customer Service:

• Respond to inquiries from parents, students, and staff regarding enrollment, records, and graduation requirements.
• Provide clear communication about policies and deadlines.
• Act as a resource for students and families navigating the educational process.

Administrative Duties:

• Collaborate with school administrators, counselors, and district personnel on academic policies and procedures.
• Maintain the student information system, ensuring data accuracy and integrity.
• Provide administrative support for school events such as orientation, open house, and graduation ceremonies.

KNOWLEDGE, SKILLS AND ABILITIES:

• Excellent written and verbal communication skills.
• Excellent management and supervisory skills.
• Excellent analytical and organizational skills.
• Proficient in all student information systems and other computer application systems.
• Proficient in multi-tasking and managing multiple projects effectively and efficiently.
• Proficient computer literacy (proficient in Microsoft Office Suite, Zoom and / or related software).

QUALIFICATIONS:

• Education: High school diploma or equivalent required; an associate’s or bachelor’s degree in a related field is preferred.
• Experience: Prior experience in administrative roles, preferably in an educational setting.
• Skills:
• • Proficiency in student information systems (e.g., PowerSchool, Infinite Campus) and Microsoft Office Suite.
  • Strong organizational and time-management skills.
  • Attention to detail and ability to handle confidential information.
  • Excellent communication and interpersonal skills.
  • Problem-solving skills and ability to work in a fast-paced environment.

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.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use ?ngers, tools, or controls. The employee is occasionally required to stand and reach with hands and arms. Speci?c vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 25 lbs., such as lifting ?les and paper.

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. The noise level in the work environment is usually quiet. The employee continuously interacts with the public and staff.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.