School Registrar

Great Hearts Academies is the largest network of classical K-12 schools in the country with academies across Arizona, Louisiana, and Texas. With a mission to cultivate the minds and hearts of students through the pursuit of Truth, Goodness and Beauty, we believe the highest goal of education is to become good, intellectually, and morally.

About the role

The Registrar manages and maintains the integrity and accuracy of the student information pipeline throughout the student data lifecycle (application to graduation). This role organizes campus operational tasks with key stakeholders and executes processes tied to the student information system (PowerSchool). Under limited supervision, the Registrar administers the records office, including management of student records, transcripts, grade petitions, graduation processes, academic guidelines, and degree audit reporting. Ensures compliance with the Family Rights and Privacy Act and all other applicable laws and regulations.

Responsibilities

• Manage the annual enrollment and waitlist cycles, including late enrollment, withdrawal processes, and transfer of records.
• Keep academy leadership and appropriate Great Hearts employees informed of current enrollment status through statistics and tracking.
• Reconcile monthly financial receipts and invoices.
• Organize and oversee the annual distribution and collection of textbooks, materials, and lockers for students and faculty, including communications with parents regarding book deposits and ordering.
• Ensure all student grades are recorded in PowerSchool for submission to the ADE and coordinate communication of grades to families.
• Partner with the instructional team to distribute instructions on accessing PowerSchool’s parent portal.
• Distribute report cards by the academic calendar quarter deadline.
• Maintain 97.00% Average Daily Attendance (ADA) for the campus.
• Own the attendance process for campus students, working with students, staff, and parents to ensure daily attendance.
• Communicate attendance reporting to staff, including Chronic Absenteeism, Progress Towards Goal by Day, and Absence Calculator.
• Ensure 100% of student records are received by the first week of school (FWOS).
• Maintain all academy records as required by audits, state, and federal guidelines, as requested by the Director of Campus Operations and/or Great Hearts Lead Office Staff.
• Receive and process records requests from schools to which students transfer.
• Meet all PEIMS deadlines based on the SIS operating calendar.
• Maintain all student files and records, including 45-day screens, health screenings, immunization records, and incident reports.
• Complete grade verification, re-registration, end-of-year tasks, PET/PID, school and section enrollment audits, and transcripts accurately and timely.
• Manage the mailing and collection of student entry documents, including emergency cards, locker assignments, library, and handbook signature pages.

Requirements

• Bachelor’s degree preferred.
• Previous administrative experience required; experience in school administration or working with student systems is preferred.
• Must complete Texas Department of Public Safety fingerprint clearance and background check.
• Requires standing, sitting, repetitious hand and body movements, bending, squatting, and reaching; may involve moving or positioning equipment up to 50 pounds.
• Employment contingent upon successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.
• May require local travel for training and professional development opportunities.

Benefits

• Comprehensive health coverage: exceptional medical, dental, and vision insurance with minimal employee contribution.
• Retirement planning: access to the Texas Teacher Retirement System.
• Supportive and mission-driven culture: a workplace centered around collegiality, collaboration, and opportunities for personal and professional growth.