JOB SPECIFICATION 

POSITION: Registrar 

JOB CODE: ADMN2021 - A-Registrar(S)

DEPARTMENT:   Admin                              

LOCATION:    Louisiana                               

REPORTS TO:  Head of School/Manager of Campus Operations

FLSA STATUS: Exempt Salary

 

Position Summary  

 

The Registrar is accountable for the organization and daily functioning of student enrollment management, student data information system, and compliance. The primary responsibility of the Registrar is to manage and maintain the integrity and accuracy of the student information pipeline to and through the student data lifecycle (application to graduation). The Registrar organizes all the campus operation tasks with key stakeholders and executes campus operation processes that bind to our student information system. Due to the ongoing duties associated with the Enrollment process and the web-based Student Information System, full-time work hours must be carried throughout the entire year.  

 

Essential Duties & Responsibilities 

 

Enrollment Management:

• Maintain, in accordance with state law, student permanent record files, withdrawals, student records requests, and re-enrollment information.  
• Ensure that the New Student Enrollment process is run in a timely, complete, and accurate manner including: 
  • Application entry 
  • Follow-up/correspondence/communication 
  • Lottery preparation and execution 
  • Documentation 
  • Cumulative file updates/maintenance/security 

• Collection and management of required forms from returning students 
• Maintain required records in Student Information System to ensure compliance with state, federal, authorizer, and Great Hearts standards including: 
  • Attendance records for all students 
  • Current Parent/Household information 
  • Current Emergency Contact information 
  • Collection and management of required forms 

• Management of all First Day/Count Day processes and requirements 
• Maintenance of Class Schedules in the Student Information System 
• Enter and update master schedule 
• Course Creation entry
• Process student class changes in a timely manner 
• Maintain pertinent personnel documents 
• Maintain a current and active list of substitute teachers while managing schedules 
• Working closely with school liaisons regarding Home Language Questionnaire and Student Residency Questionnaire 
• Ensure all parents fill out Free & Reduced lunch form each year 
• State immunization reporting 
• Ensure the accuracy of student attendance including: 
  • Daily attendance entered by teachers 
  • Student tardiness/early departures 

• Provide support with Orientation and school enrollment events 
• State and Authorizer visit preparation 
• Provide answers to Authorizer surrounding enrollment and compliance  
• Keep the academy leadership and appropriate GH employees apprised of the current enrollment status on an ongoing basis through statistics and tracking closely enrollment numbers. 
• Manage the mailing and collection of student entry documents, including emergency cards
• Maintain all student files and records, immunization records, incident reports, etc. 
• Maintain all academy records as required by audits/state and federal guidelines, and as requested.
• Receive and process records requests from schools to which students transfer 
• Maintain data ongoing in the student information system and enrollment system. 

 

Qualifications, Competencies & Strengths 

 

Education: Bachelor's degree preferred

Experience: 3-5 years administrative experience required, experience in school administrative or working with student systems is preferred. 

Systems and software: Strong Microsoft Office (Excel, Word, Outlook, PowerPoint) skills, experience with Adobe, JCampus and Schoolmint preferred.

 

Special Skills:

To perform this job successfully, an individual must have a working knowledge. This individual must be able to multi-task, have the ability to organize, and be detailed-oriented. This individual must also create a customer-focused atmosphere within the administrative functions. Must have the ability to respond to common inquires or complaints from parents, while having the ability to communicate and work effectively with Students, Parents, Leadership Team, and Staff. The ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.  

 

 

Additional Requirements 

Type of clearance: Must passing a fingerprint criminal history check, from the State Bureau of Criminal Identification and Information as required under R.S. 17:15 “Criminal History Review” and R.S. 15:587.1 “The Louisiana Child Protection Act.

Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 15 pounds approximately.

This description reflects management’s assignment of essential functions, it does not exclude or restrict the tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.