What are the responsibilities and job description for the Records Registrar position at MGRM Pinnacle, Inc.?
About Pinnacle Charter Schools
Pinnacle Charter Schools is a small, student-centered charter school network serving diverse and at-risk learners through a combination of online instruction and physical school sites across Arizona. We prioritize compliance, accuracy, professionalism, and operational consistency to ensure students and families are supported throughout the student lifecycle.
Position Summary
The Records Registrar is responsible for the accurate intake, conversion, maintenance, and transfer of student academic records in compliance with FERPA, Arizona Department of Education requirements, and internal school policies. This role plays a critical compliance-focused function in ensuring student records and transcripts are complete, accurate, and audit-ready from enrollment through withdrawal or graduation.
This position is ideal for a highly organized, detail-oriented, and tech-savvy professional who values accuracy, confidentiality, and structured systems.
Key Responsibilities
I. Student Records & Transcript Management:
Pinnacle Charter Schools is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, veteran status, or any other protected characteristic under applicable law.
About MGRM
MGRM Pinnacle, Inc. is an educational technology company that provides comprehensive end-to-end software products, solutions, and services, supporting the entire educational domain from pre-K to university on a single integrated platform.
Pinnacle Charter Schools is a small, student-centered charter school network serving diverse and at-risk learners through a combination of online instruction and physical school sites across Arizona. We prioritize compliance, accuracy, professionalism, and operational consistency to ensure students and families are supported throughout the student lifecycle.
Position Summary
The Records Registrar is responsible for the accurate intake, conversion, maintenance, and transfer of student academic records in compliance with FERPA, Arizona Department of Education requirements, and internal school policies. This role plays a critical compliance-focused function in ensuring student records and transcripts are complete, accurate, and audit-ready from enrollment through withdrawal or graduation.
This position is ideal for a highly organized, detail-oriented, and tech-savvy professional who values accuracy, confidentiality, and structured systems.
Key Responsibilities
I. Student Records & Transcript Management:
- Intake incoming student records and transcripts from prior schools and institutions.
- Review, evaluate, and convert transcripts into the school’s approved format and systems.
- Maintain complete, accurate, and up-to-date student cumulative records (physical and digital).
- Ensure proper indexing, filing, and secure storage of all student documentation.
- Monitor records for completeness and follow up internally to resolve missing or inconsistent documentation.
- Support digitization and secure storage of physical student files, as applicable.
- Process incoming and outgoing student records and transcript requests in a timely manner.
- Coordinate transcript requests, withdrawals, and records transfers in compliance with applicable timelines.
- Maintain clear documentation of all records requests, communications, and fulfillment actions.
- Maintain student records using approved digital systems, including MStar Connect, the school’s internal system for logging and tracking communication notes.
- Utilize the school’s CRM and student information systems to log, track, and document records activity.
- Ensure consistent naming conventions, file structures, and documentation standards across systems.
- Identify opportunities to improve efficiency, accuracy, and digitization of records processes.
- Ensure student records comply with FERPA, Arizona Department of Education, and charter school requirements.
- Prepare student files for internal reviews, audits, or site inspections.
- Maintain records logs and documentation required for compliance reporting.
- Escalate discrepancies, compliance concerns, or systemic issues to Operations leadership.
- Collaborate with the relevant departments (Admissions, Advising, Academic Oversight, Operations) to ensure record accuracy.
- Respond professionally to internal and external inquiries related to student records.
- Maintain strict confidentiality and professional discretion in all communications.
- 2–4 years of experience in student records, registrar services, school administration, or a related administrative role.
- Demonstrated experience with transcript intake, review, and conversion.
- Strong attention to detail and high standards for accuracy and documentation.
- Familiarity with FERPA and student records compliance requirements.
- Experience working in K–12 education preferred (charter school experience a plus).
- Tech-savvy, with the ability to learn and use multiple systems efficiently.
- Experience using CRM platforms, student information systems, and shared drives.
- Proficiency with digital tools (spreadsheets, document management systems).
- Bilingual (English/Spanish) a strong plus.
- This is a structured, detail-oriented role requiring consistency, accuracy, and follow-through.
- Work is primarily on-site, with some coordination across campuses or departments as needed.
- Accuracy, confidentiality, and documentation integrity are critical success factors in this role.
- Compensation is commensurate with experience and qualifications.
- Play a key compliance-focused role supporting students and families.
- Be part of a collaborative, mission-driven school environment.
- Contribute to strengthening systems, organization, and audit readiness.
Pinnacle Charter Schools is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, veteran status, or any other protected characteristic under applicable law.
About MGRM
MGRM Pinnacle, Inc. is an educational technology company that provides comprehensive end-to-end software products, solutions, and services, supporting the entire educational domain from pre-K to university on a single integrated platform.