District Registrar - Secretary

About the role

The District Registrar is responsible for overseeing the registration process for all incoming students within the district. This position involves managing student enrollment, ensuring accurate and timely data entry, and maintaining comprehensive student records. The registrar works closely with district and school administration, staff, and families to facilitate smooth transitions for new students, verify required documentation, and address any issues related to student registration.

Responsibilities

• Frequently communicate by phone, in writing and in person with staff, parents/guardians, community members and agency representatives on matters that are both complex and sensitive.
• Implement and maintain all office recordkeeping systems; work with a database (Infinite Campus, Data Service Center, DELSIS); use both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information and other related forms.
• Oversee the entire registration process for all incoming students, ensuring accurate and timely enrollment across district schools.
• Review and validate all required documentation from students and parents, such as proof of residence, immunization records, and academic transcripts, ensuring compliance with district and state policies.
• Accurately enter and update student data into the district's student information system, maintaining up-to-date and complete student records.
• Communicate with families to provide guidance on the registration process, inform them of necessary documents, and answer any questions related to student enrollment.
• Ensure that all student registrations comply with district policies, state regulations, and data privacy laws.
• Work closely with school administrators and staff to facilitate the proper placement of students in the appropriate grade levels and classrooms.
• Assist in organizing and coordinating new student orientation and onboarding activities to ensure a smooth transition for new students into the district.
• Address and resolve any registration-related issues or concerns from families, schools, or other district departments in a timely manner.
• Ensure all incoming student data is accurately archived and maintained for future reference, transfers, or updates.
• Track and manage enrollment deadlines and ensure timely processing of all registrations to meet district timelines.
• Aid in preparing and distributing necessary forms, documents, and communication materials.
• Maintain strict confidentiality of all student information and ensure that all data is stored and transmitted securely in compliance with relevant laws and regulations.
• Cook with special education departments, English as a Second Language (ESL) programs, and other specialized services to ensure students with specific needs are properly registered and placed.
• Maintains Notary certification.

Requirements

• High school diploma or equivalent.
• Previous experience in student registration or administrative support in an educational setting preferred.
• Acceptable Criminal Background Report and no entries on Child Abuse Registry.
• Proficient in Microsoft Office Applications (Word, Excel, PowerPoint, and Outlook).
• Operation of office equipment, information systems, and databases.
• Proficient in Zoom and Google Applications.
• Strong attention to detail and organizational skills.
• Excellent communication skills, both written and verbal.
• Ability to handle sensitive information with confidentiality and professionalism.
• Proficient in the use of office software and student information systems, preferably Infinite Campus.

Qualifications

The ideal candidate will be detail-oriented, possess strong organizational skills, and have experience working in an educational environment.

Skills

• Detail-oriented.
• Organizational skills.
• Experience in student registration or administrative support in an educational setting.
• Microsoft Office Applications proficiency.
• Zoom and Google Applications proficiency.
• Infinite Campus proficiency.

Benefits

N/A

Pay

Secretary Salary Scale Admin Assistant Salary Schedule FY2026.xlsx

Schedule

Work Year: 12 months

How to Apply

Interested candidates who meet the qualifications may apply by completing an employment application at http://applitrack.com/colonial/onlineapp no later than 11:59 pm on the closing date. A resume is required for all applicants. Applicants needing special accommodations in the application process of this vacancy announcement may contact the Human Resources Division at (302) 323-2712.