Registrar

DESCRIPTION 

Under the direction of the Principal, the High School Registrar manages student records and ensures compliance with HCPSS, state, and federal regulations. This role oversees enrollment, withdrawals, and transcript requests with meticulous accuracy and confidentiality. As a primary point of contact for the school community, the Registrar ensures the integrity of academic data and supports the HCPSS mission of equity and inclusion. During non-peak periods, the Registrar provides cross-functional support to other administrative staff as needed. 

MINIMUM QUALIFICATIONS 

Applicants must meet all qualifications below to be considered for the vacancy. 

Education: 

• High School diploma or GED (must scan and upload to the online application). Education completed outside the United States must be evaluated by an MSDE approved organization. For a list of approved vendors, please click here.   

Experience: 

• Two years of general administrative or clerical experience   

• An Associate Degree or the successful completion of 60 credit hours from an accredited college or university may be substituted for up to two (2) years of the required administrative support or clerical experience. 

PREFERRED QUALIFICATIONS 

• Experience utilizing educational technology platforms, such as Canvas (LMS), Synergy (SIS), and Hoonuit/PowerSchool Unified Insights (Data Warehouse). 

ESSENTIAL POSITION RESPONSIBILITIES 

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. 

Enrollment, Registration & Withdrawal of Students 

• Executes and coordinates all procedures for the registration, enrollment, transfer, and withdrawal of high school students according to established local and state procedures. 

• Delivers high-quality customer service to all internal and external stakeholders, including composing and distributing professional correspondence (letters and emails). 

• Verifies student residency and eligibility for enrollment in collaboration with the PPW in strict accordance with county policies and guidelines. 

• Collaborates with relevant school staff such as school counselors and data clerk on enrollments and withdrawals. 

Student Records 

• Upholds the confidentiality and integrity of all student information in compliance with FERPA, county, state, and federal laws, as well as HCPSS policies. 

• Follows all guidelines for the retention and disposal of student cumulative records as directed by the HCPSS Student Records Manual. 

• Accurately enters, manages, and verifies student data within the Student Information System. 

Student Transcripts 

• Manages the accurate and confidential release of official student transcripts to colleges, universities and other educational institutions, strictly adhering to FERPA guidelines. 

• Collaborates with counselors to conduct credit checks and student progress toward graduation, ensuring the quality and integrity of student academic data. 

• Enters transfer course history by verifying official transcripts, to determine credit equivalencies and conversions, and accurately coding the data. 

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES 

The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.  

Knowledge 

• Regulatory Compliance: Comprehensive understanding of FERPA (Family Educational Rights and Privacy Act) and state/federal laws regarding the privacy and release of student records. 

• Records Management: Mastery of the HCPSS Student Records Manual, including protocols for the retention, disposal, and transfer of cumulative files. 

• Enrollment Policy: In-depth knowledge of local and state procedures for student registration, residency verification, and enrollment eligibility. 

• Academic Standards: Familiarity with high school graduation requirements, credit equivalencies, and transcript coding. 

Skills 

• Data Management: Proficiency in using Student Information Systems (SIS) to accurately enter, audit, and manage high volumes of sensitive data. 

• Professional Communication: Exceptional written and verbal communication skills, with the ability to compose professional correspondence for a diverse audience of stakeholders. 

• Technical Accuracy: High-level skill in transcript evaluation, including the conversion of transfer credits and the calculation of academic histories. 

• Administrative Coordination: Strong organizational skills to manage competing deadlines for enrollment cycles, transcript requests, and graduation audits.  

Abilities 

• Discretion & Integrity: Ability to handle highly confidential information with the utmost professional ethics and accountability. 

• Collaborative Partnership: Ability to work effectively with Pupil Personnel Workers (PPWs), school counselors, and administrators to ensure student success. 

• Customer Service Excellence: Ability to provide a welcoming and helpful environment for families and staff, even during high-stress peak registration periods. 

• Detail Orientation: Ability to maintain "zero-error" standards when verifying residency documents and student academic records. 

Working Hours 

• The duty day for this position is 7.5 hours which will include a 30-minute unpaid, duty-free lunch period. 

APPLICATION REQUIREMENTS 

Complete applications must be submitted, and once your application has been submitted, you will not be able to add documentation or make any changes. Incomplete applications will not be accepted.  Resumes will not be accepted in lieu of a completed application.  

SELECTION CRITERIA