District Registrar - Lead Secretary

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Position: District Registrar - Lead Secretary

Location: Centralized Registration

Start Date: July 1, 2026

Reports to: Coordinator of Enrollment Operations

Compensation: Secretary Salary Scale Admin Assistant Salary Schedule FY2026.xlsx

Work Year: 12 months

Position Goal

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

Minimum Requirements

• High school diploma or equivalent (Associate's or Bachelor's degree preferred)
• 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
  
  

Essential Duties And Responsibilities

• Required to 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.
• Responsible for implementing and maintaining all office recordkeeping systems;
• maintains and works with a database (Infinite Campus, Data Service Center, DELSIS); uses 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.
• Prepare and distribute registration reports to school administrators and district officials to support planning and resource allocation.
• 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.
• Assist with other administrative tasks related to student registration, including preparing and distributing necessary forms, documents, and communication materials.
• Work with the district's IT department to ensure smooth integration of student data into the district's information systems, and resolve any technical issues as they arise.
• Maintain strict confidentiality of all student information and ensure that all data is stored and transmitted securely in compliance with relevant laws and regulations.
• Regularly audit student registration records to ensure accuracy and compliance with district and state guidelines, correcting any discrepancies promptly.
• Coordinate 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.
• Manage the enrollment of transfer students.
  
  

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands and/or fingers to handle, or feel; reach with hands and arms; talk or hear; and taste or smell. The employee frequently is required to stand, walk, and sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

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.

The Colonial School District is an equal opportunity employer and does not discriminate against employees, applicants, visitors, or others, and does not deny access to educational or other services, based on any characteristic prohibited by law.

Note: Incomplete application packages will not be considered.