Registrar

Mission

The Campus Registrar is the primary custodian of student data and the first point of contact for families entering the Jubilee community. This role ensures the integrity of campus-based Average Daily Attendance (ADA), manages the lifecycle of student enrollment and registration, and maintains permanent student records in strict compliance with the Texas Education Agency (TEA) and local policies.

Key Responsibilities

• Daily Monitoring: Oversee the daily collection of attendance; verify that all teachers have submitted attendance by the designated snapshot time to ensure accurate state funding reporting.

• Audit Readiness: Maintain all attendance documentation (e.g., doctor's notes, sign-in/out logs) in accordance with the TEA Student Attendance Accounting Handbook (SAAH) for annual audit purposes.

• ADA Reporting: Generate and analyze campus-level ADA reports; identify trends in absences, accuracy and collaborate with campus leadership on truancy prevention and intervention including documentation.

• System Management: Lead the campus-based execution of new student registrations and returning student re-enrollments using SchoolMint and Ascender.

• Document Verification: Ensure all digital and physical registration files (Proof of Residency, Immunizations, Birth Certificates) are verified and audit-ready within 48 hours of receipt.

• Capacity Control: Maintain a real-time "Seat Availability" tracker to provide the Principal/APO with instant enrollment snapshots for each grade level.

• Recruitment Support: Participate in campus-based recruitment events, such as Open Houses and block walking, to meet enrollment targets.

• Records Transfer: Request all Texas Records Exchange (TREx) requests within state-mandated timelines for incoming students.

• Grade Reporting: Coordinate the "Close of Grading Period" process; audit grade books for missing entries and ensure all report cards/transcripts are finalized every 9 weeks.

• Data Accuracy: Conduct regular audits of PEIMS-related data (e.g., student demographics, special program coding) to ensure error-free submissions to the district.

• Withdrawals: Process student withdrawals and transfers promptly, ensuring all exit paperwork is complete and records are forwarded to the new school.

• Family Liaison: Serve as a professional and welcoming point of contact for families regarding registration requirements and enrollment status.

• Event Participation: Support campus culture initiatives by attending student orientations and campus-based events.

• Conflict Resolution: Address and resolve family concerns regarding records or attendance constructively to maintain a positive campus climate.

Qualifications

• Education: Bachelor's Degree, Required. 3-4 years of registrar or data entry experience in lieu of degree.

• Experience: 2-3 years of registrar or data entry experience, required.

• Technical Proficiency: Advanced knowledge of Ascender, SchoolMint, and TREx (preferred).

• Regulatory Knowledge: Strong familiarity with TEA compliance practices, FERPA regulations, and SAAH guidelines.

• Organizational Excellence: Proven ability to manage large datasets with high accuracy in a fast-paced, deadline-driven environment.

• Communication: Ability to communicate complex registration requirements clearly to diverse families and staff. Bilingual, highly preferred.

• Professionalism: Ability to maintain confidentiality and handle sensitive documentation with professionalism.

Working Conditions

• Schedule: 223-day calendar, including work during summer months to facilitate peak registration periods.

• Environment: Maintain emotional control under stress; occasional prolonged or irregular hours during enrollment peaks.