Lead Registrar

Kansas City Public Schools

Lead Registrar

Job Title Code: 02032

Salary Grade: A614 - starting at $24.60

Department: Guidance and Counseling

Reports To: K-12 Director of Guidance & Counseling

FLSA Status: Non - Exempt

Position Summary

The Lead Registrar serves as the district’s primary authority on student academic records, transcript management, and the integrity of grading and credit documentation, ensuring compliance with all district, state, and federal regulations, including graduation requirements and FERPA. This role leads and supports school-based registrars and counselors by providing training, oversight, and guidance to ensure consistent districtwide practices in transcript production, course history management, credit entry, graduation audits, and cumulative record maintenance. Acting as a key liaison between campuses and district departments, the Lead Registrar resolves complex transcript and credit issues, supports data accuracy for state reporting, and upholds high standards of confidentiality and record quality, requiring strong analytical skills, exceptional attention to detail, deep knowledge of transcript standards, and proficiency with student information systems to support student mobility, graduation verification, and postsecondary transitions.

What You'll Be Doing: (Responsibilities)

Program Leadership & Registrar Oversight

• Serve as the district-level lead and subject-matter expert for Academic Records.
• Ensure compliance with district, state, and federal policies related to student records, grading, transcripts, and FERPA.
• Provide leadership, training, coaching, and support to school-based registrars and counselors.
• Develop, maintain, and enforce standard operating procedures for registrar and records functions.
• Conduct audits to ensure data accuracy, compliance, and consistency across campuses.
• Serve as the primary escalation point for complex enrollment, grading, transcript, or data integrity issues.
• Collaborate with Counseling, Admissions, Enrollment, Curriculum & Instruction, Research & Accountability, and School Leadership.
• Support strategic initiatives, special projects, and represent the Director of Counseling as assigned.
  
  

Student Records & Transcript Management

• Oversee accurate maintenance of student academic records, including enrollment, transfers, withdrawals, cumulative folders, and digital records.
• Ensure timely, accurate enrollment and withdrawal processing across assigned campuses.
• Manage data integrity within Infinite Campus, including corrections for Core Data submissions.
• Review, analyze, and evaluate domestic and international transcripts to determine credit, course equivalency, and graduation alignment.
• Resolve complex or non-standard transcript cases in collaboration with Counseling, Admissions, and district partners.
• Ensure confidentiality and proper handling of student information in compliance with FERPA and district policies.
  
  

Academic Reporting, Courses & Graduation Support

• Manage district academic reporting processes, including progress reports, report cards, grade verification, D/F reports, and failing lists.
• Monitor and support graduation audits, cohort tracking, credit evaluations, and grade-verification processes.
• Maintain expertise in district-approved courses, course codes, graduation requirements, and program pathways.
• Partner with Curriculum & Instruction and Counseling to stay aligned on course offerings, program changes, and academic policy updates.
• Maintain and communicate updates to the Program of Studies.
• Support transcript submissions, college applications, and final transcript processes through district platforms (e.g., Infinite Campus, Naviance, Missouri Connections).
  
  

To Be Successful at This Job, You'll Need: (Qualifications)

• Associates degree required
• Minimum two (2) years clerical/secretarial experience.
• Minimum one (1) year experience with Infinite Campus SIS.
• Willingness to train in all district SIS platforms.
• Strong written and oral communication skills.
• Ability to solve practical problems and analyze complex data.
• Proficiency with Microsoft Office (Excel, Word, PowerPoint).
  
  

In Order to #LevelUp in This Role, You'll Need: (Preferred Qualifications)

• Bachelor’s degree
• Three (3) or more years clerical experience
• Two (2) or more years Infinite Campus SIS experience.
• Previous training on SIS platforms.
  
  

Physical Demands: This job requires that the employee be able to: sit, stand, walk, speak, hear, use hands, fingers, reach with hands and fingers; bend, stoop, and lift objects of at least ten pounds. Visual ability requires close vision, distance vision, depth perception, and the ability to adjust focus.

Terms of Employment: 12 months

Benefits: Health and Dental Insurance are provided. KCPS Defined Benefit Pension plan – mandatory 9% contribution is required from employees and matched by KCPS; Voluntary retirement savings plans are also available.

Why Join Kansas City Public Schools?

Be a Changemaker. Collaborate with Passionate Colleagues. #LevelUp the Future.