Description

Incarnate Word High School, an all-girls Catholic high school sponsored by the Sisters of Charity of the Incarnate Word, seeks a full-time Registrar for the 2023/2024 school year. 

REPORTS TO: 

Reports to the Principal. Works in collaboration with the Administration Team. 

POSITION SUMMARY: 

The High School Registrar supports the operation of the school with a primary focus on the maintenance of student files and records and the preparation of transcripts.

ESSENTIAL RESPONSIBILITIES AND DUTIES

General Duties

• Follows policies and procedures that ensure the school operates within legal compliance and school guidelines.
• Maintains confidential student information and ensures security of records.
• Inputs data.
• Creates reports from data in the student system.
• Creates spreadsheets and compiles data.
• Communicates with and assists parents, teachers, support staff and school leadership in line with the school’s core values.
• Supports high school needs, including attending parent information nights and all other aspects of the registrar duties.

High School Enrollment and Withdrawal

• Participates in intake process with Enrollment department. 
• Schedules students in classes and Advisory following school guidelines.
• Process withdrawals in Blackbaud following school protocol.

Cume File Maintenance

• Reviews, organizes, and assists in the maintenance of cume files and supporting documentation following school guidelines and processes, in collaboration with Enrollment and Counseling.
• Ensures cume files are in compliance with student record keeping laws and are ready for Archdiocesan audits.

High School Transcripts

• Process transcript requests. 
• Inputs transcripts into Blackbaud and Naviance following school guidelines and processes.
• Receives and sends high school transcripts.
• Calculates grade point averages if needed, class rank, and prepares honor rolls/special award lists.
• Generate and forward when required, reports regarding scheduling and grading. 
• Prepare and provide access to all progress reports and report cards.

Blackbaud

• Inputs curriculum and courses.
• Builds Master Schedule.
• Creates reports as directed.
• Learns and utilizes the Blackbaud system to find information and run reports.

Administrative

• Maintains physical and computerized records.
• Performs general tasks such as making copies, answering phones and delivering messages.

Other Duties

• Respond to all school related written correspondence, phone calls, voicemails and emails within 24 business hours.
• If applicable, addressing and resolving complaints from students, parents, and staff in a timely manner.
• Perform other duties as assigned.

Requirements

KNOWLEDGE, SKILLS & ABILITIES

Special Knowledge: 

• Experienced with Blackbaud 
• Proficient in Microsoft® and Google
• Experienced with Naviance
• Experienced in Master Schedule creation
• Basic database skills
• Ability to organize data
• Knowledge of applicable laws, codes, regulations, policies and procedures
• Knowledge of PEIMS
• Strong organizational, communication and interpersonal skills

PREFERRED EDUCATION 

• High School diploma or equivalent
• Three (3) years of related experience 

OTHER QUALIFICATIONS 

• State and federal background clearance to work with students
• Successful Virtus Training/Background