Registrar and Student Data Manager

Job Description

Position: Registrar and Student Data Manager

Exemption Status: Exempt

Immediate Supervisor: Head of School (Superintendent)

Supervises: Designated administrative support staff, as assigned

Position Summary

The Director of Registrar & Data Services is a senior administrative position responsible

for the integrity, accuracy, security, and effective administration of student information,

academic records, student scheduling, and institutional data reporting at New Mexico

School for the Arts (NMSA). The Director serves as the school's Registrar, PowerSchool

Administrator, and NOVA Coordinator and leads required student and institutional data

submissions to the New Mexico Public Education Department and other agencies. The

position also coordinates master scheduling, dual credit, online coursework, and

related academic-records functions.

Essential Duties And Responsibilities

Registrar, PowerSchool & Student Records

• Serve as the school's Registrar and PowerSchool Administrator, with responsibility
  
  

for the accuracy, integrity, confidentiality, and availability of student information

and academic records.

• Enroll and withdraw students and maintain accurate enrollment records; register
  
  

students and maintain student information in PowerSchool.

• Set up staff accounts and generate or manage PowerSchool access credentials for
  
  

students, parents, and staff; provide user support related to PowerSchool access.

• Ensure completion of required registration forms and collection of required
  
  

student information.

• Request, receive, review, and maintain student transcripts and other academic
  
  

records; enter and verify historical grades and credits; process official and

unofficial transcript requests.

• Create and maintain student schedules; calculate and maintain unweighted GPAs
  
  

and other academic record information.

• Maintain student cumulative files and process enrollment verifications,
  
  

driving-school permissions, and other student record requests.

• Generate student counts, medical-history reports, parent contact lists, permission
  
  

reports, and other reports required by school staff and stakeholders.

• Protect student records in accordance with FERPA and other applicable
  
  

requirements and maintain appropriate records-management practices.

Grades, Credits & Graduation Records

• Maintain accurate student transcripts, grades, credits, GPAs, and academic
  
  

records.

• Establish and communicate grading deadlines and coordinate grade storage and
  
  

reporting periods.

• Prepare regular reports identifying students with failing or at-risk grades and
  
  

coordinate related communications.

• Review records for accuracy and resolve discrepancies with faculty, administrators,
  
  

students, families, and other institutions as appropriate.

• Monitor graduation-credit records and support verification of student progress
  
  

toward graduation requirements.

• Complete the annual determination of Valedictorian and Salutatorian in
  
  

accordance with school policy.

State Reporting, NOVA & Data Quality

• Serve as the school's NOVA Coordinator and primary administrator responsible for
  
  

student and related data reporting to the New Mexico Public Education

Department (NMPED).

• Maintain current knowledge of NMPED data-reporting requirements, definitions,
  
  

deadlines, business rules, and procedures; attend required NOVA trainings,

conferences, and technical-assistance sessions.

• Enter, upload, review, validate, and certify school data as required; review
  
  

verification and validation reports, identify discrepancies, and make or coordinate

corrections.

• Coordinate required reporting periods and data submissions throughout the
  
  

school year and respond to NMPED validation inquiries and requests for

corrections or additional information.

• Work with school leadership and staff to collect, reconcile, and verify information
  
  

required for state reporting.

• Complete or coordinate required accreditation data reviews, Civil Rights Data
  
  

Collection Reporting, And Other Required Institutional Data Submissions.

• Maintain documentation supporting reported data and reporting decisions and
  
  

develop internal processes that improve data quality and consistency.

Master Scheduling & Academic Planning

• Lead development of the school's annual academic master schedule in
  
  

collaboration with school leadership.

• Maintain course lists, course codes, descriptions, and course-catalog information;
  
  

complete annual PowerSchool rollover and new-school-year setup, including

terms, semesters, examinations, courses, staff, classrooms, honors designations,

and course requests.

• Review student transcripts and graduation requirements to support accurate
  
  

course placement and scheduling; coordinate student course requests and

scheduling for the upcoming school year.

• Develop scheduling materials, advisor schedules, and related planning tools; train
  
  

and support advisors in course planning, Next Step Planning, and scheduling

processes.

• Maintain Next Step Plan folders, records, and related materials and coordinate the
  
  

schoolwide Next Step Planning process.

• Coordinate Parent-Teacher Conferences, including scheduling, communications,
  
  

and logistical preparation in collaboration with operations staff.

Dual Credit & Online Coursework

• Serve as the school's primary coordinator and point of contact for dual credit
  
  

programming and designated online course providers.

• Support student enrollment and registration; collect and maintain required
  
  

applications, permission forms, and related documentation.

• Maintain working relationships with partner colleges and postsecondary
  
  

institutions; serve as the school point of contact for dual credit instructors.

• Enter and verify dual credit and online-course grades and credits in student
  
  

records; coordinate placement testing, proctoring, textbooks, supplies, and

recurring enrollment periods as required.

• Monitor student enrollment, progress, completion, and record accuracy and
  
  

resolve registration or record discrepancies as needed.

Instructional Materials & Recurring Projects

• Administer TextbookTracker or other designated instructional-material inventory
  
  

systems, including check-out/check-in, student and item databases, accountability

reports, and follow-up on lost or damaged materials.

• Lead or coordinate annual student registration and enrollment processes and
  
  

Registration Day, including forms, student materials, and coordination with the

Director of Operations & Information Technology on facilities and event logistics.

• Coordinate recurring registrar and data projects, including annual scheduling,
  
  

grade storage, course selection, state reporting cycles, and student-record

closeout.

Desired Knowledge, Skills & Abilities

• Bachelor's degree or comparable experience.
• Experience administering student-information, data-management, or comparable
  
  

complex information systems; experience with PowerSchool and state education

reporting is strongly desirable.

• High degree of accuracy and attention to detail, particularly when managing
  
  

student records and state reporting.

• Strong analytical skills and ability to identify, reconcile, and resolve data
  
  

discrepancies.

• Excellent organizational, planning, project-management, and
  
  

deadline-management skills.

• Understanding of data integrity, confidentiality, records management, FERPA, and
  
  

regulatory compliance.

• Ability to learn changing NMPED reporting requirements and translate them into
  
  

reliable internal procedures.

• Strong written and verbal communication and ability to train and support staff
  
  

using data and student-information systems.

• Ability to build effective relationships with students, families, faculty, staff, partner
  
  

institutions, and government agencies.

• Commitment to inclusion and belonging and an understanding of the cultural
  
  

context of New Mexico.

• Ethical judgment, discretion, confidentiality, initiative, and a solutions-oriented
  
  

approach.

• Spanish/English bilingual proficiency is desirable.
  
  

Other Duties

Perform other duties and responsibilities as assigned by the Head of School that are

consistent with the general scope and level of responsibility of the position.

Position Description Notice

This position description indicates the general nature and level of work expected of the

incumbent. It is not intended to be a comprehensive listing of all activities, duties, and

responsibilities required of the incumbent. This position description is designed to

illustrate the minimum requirements of the job. The performance appraisal for this

position will evaluate the incumbent's ability to meet or exceed the minimum

requirements of the job.

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