Registrar

Position Summary

The selected candidate will be responsible for maintaining and disseminating all student and alumni records. The Registrar also oversees student information in the institutional unified database system.

The internationally recognized Illinois Mathematics and Science Academy® (IMSA) develops creative, ethical leaders in science, technology, engineering, and mathematics. As a teaching and learning laboratory created by the State of Illinois, IMSA enrolls academically talented Illinois students (grades 10-12) in its advanced, residential college preparatory program. It also serves thousands of educators and students in Illinois and beyond through innovative instructional programs that foster imagination and inquiry.

The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable, diverse, and inclusive teaching and learning environment. Through a model of Equity and Excellence, IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential and execute our mission to advance the human condition.

This Equity and Excellence Work is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.

This position will support IMSA's Equity and Excellence work by ensuring the delivery of quality, equitable, and inclusive support while promoting and maintaining an inclusive work environment and culture that embraces the diversity of people and perspectives collaborating at IMSA to ignite and nurture creative, ethical, scientific minds that advance the human condition.

Hours/Shift/Work Schedule This position is a full-time exempt position. Hours worked 800am - 430pm Monday through Friday with occasional evening and weekend hours.

Essential Duties And Responsibilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Serve as Student Records Manager
• Collect, audit, and securely store all school records for current and alumni students as well as archive permanent school records and destroys temporary school records according to Illinois School Record Act procedures, audit stored grades in student information system for accuracy,
• Update student records in system as needed
• Complete enrollment/withdrawals/transfer of students, cancel withdrawn enrollment in system and transfer student school records to new high school.
• Audit all new sophomore enrollments to ensure that all documents are complete and uploaded
• Respond to all internal and external inquiries regarding enrollments, transcripts, and student records
• Communication of student enrollment changes to staff
• Coordinate with the Dean of Student Support and Equity all student withdraw processes
• Collaborate with the Dean of Student Support and Equity and Senior Director of Student Affairs to hold exit interviews with all students and families who express the intent to withdraw prior to graduation.
• Liaison with student home school guidance counselors and families to create a transfer plan, identifying how course credits and grades will transfer.
• Recommend to the College and Academic Counselor and Dean of Student Support any modifications to the student’s schedule based on the transfer plan.
• Collaborate with the Dean of Academics for all dual credit enrollments
• Provide documentation for all previous standardized test scores (i.e. SAT, ACT, AP) required to demonstrate the prerequisite requirements
• Provide accurately configured GPA for all student applications for the dual credit program
• Serve as designated School Official and complete necessary reports for NCAA, ISBE/ IWAS, AP Course Audit, Illinois Minor Employment Certification, and other official requests for documentation of student enrollment.
• Audit, process and submit transcripts and documents for scholarships, internships, college applications, college matriculation, and other transcript requests
• Ensure all diplomas and final transcripts are mailed to graduates
• Collaborate with the Dean of Academics and Team Coordinators to develop, update, and produce the course catalog (learning opportunities) for Board approval
• Provide logistical support for master schedule assistance and maintenance, graduation status check and independent study enrollment.
• Coordinate the Seal of Biliteracy process, including participant outreach, arranging eligibility testing, endorsing records, and ISBE reporting.
• Notify faculty and students of approved Pass/Fail declarations and grade changes.
• Coordinate and provide support for Incomplete Grade process initiation and completion for all graded terms.
• Coordinate all standardized test administration for students (i.e. PSAT 10, SAT, ACT, PreACT, AP).
• Register students in SSOR, Test Day Toolkit, College Board, and TestNav for exam administrations.
• Audit and confirm testing accommodations for eligible student examinees.
• Assist administrative assistant with registration challenges, payment processes and MySchoolBucks troubleshooting across two separate AP enrollment periods.
• Organize, sort, store, and distribute test materials for each administration.
• Conclude testing processes in line with agency regulations, including the packing, shipping, and disposal of all pertinent testing material after administration.
• Hire/acquire, train, and monitor paid and volunteer staff proctor, reader, and monitors required for test administration.
• Facilitate all test administration communications, including webinars, logistical information, student access credentials, and applicable notices.
• Serve as primary contact for testing agencies for all administrations.
• Collaborate with the College and Academic Counseling Team to promote and support student academic success
• Contribute to the overall success of the Illinois Mathematics and Science Academy’s strategic plan.
• Perform other duties as assigned.
  
  

Minimum Qualifications

• Minimum of a Bachelor’s degree and 5 years professional experience in an academic setting or an equivalent combination of education and experience
• Strong working knowledge of academic policies, FERPA compliance, procedures and best practices.
• Knowledge of and experience with student information system software
• Strong working knowledge of Illinois School Record Act.
• Exceptional organizational skills and attention to detail.
• Excellent communication and interpersonal skills, including a commitment to customer service
• Demonstrated ability to work well with a variety of individuals and diverse populations.
• Ability to work independently, resolve issues, seek help when needed, and work on concurrent projects.
  
  
  

PREFERRED QUALIFICATIONS

The preferred qualifications for this position include

• Experience in Registrar Services or Student Records management.
• Experience with PowerSchool or other high school information system.
• Experience with Naviance
  
  
  

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Work is performed in an office setting with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. This role requires the following physical activities talking, hearing and visual acuity, sitting, walking, bending, stooping, finger dexterity, repetitive motions, loading, unloading and moving materials/boxes weighing up to 50 pounds.

COMPENSATION

This position is a full-time, exempt, 12-month, employment-at-will position. Salary regionally commensurate with training and experience in like-institutions with a range of $56,289.88 to $70,362.35. IMSA offers a comprehensive state benefits package (major medical, dental, vision, and prescription) with rates found here, a generous paid time off plan, and a retirement plan through the State University Retirement System (SURS). SURS is reciprocal with other Illinois public retirement systems such as the Teachers’ Retirement System of Illinois (TRS) and the Illinois Municipal Retirement Fund (IMRF).

The Illinois Mathematics and Science Academy is an Equal Employment Opportunity Employer committed to diversity and excellence. Qualified individuals from all backgrounds are encouraged to apply.