Administrative Assistant I- Registrar

Administrative Assistant I - High School Registrar

Key Responsibilities

• Maintain all cumulative student records for grades 9–12, including transcripts, GPA calculations, class ranks, and grade reports
• Ensure strict confidentiality of all student records and sensitive information
• Evaluate and process records for new and returning students from a wide range of educational settings (public/private schools, homeschool, online programs, PSEO, care and treatment facilities, and international schools)
• Create and maintain accurate credit evaluations and credit sheets for incoming students
• Post grades and credits from PSEO, online providers, and transferring districts
• Enter eligible 8th-grade high school math credits and bilingual State Seal designations on transcripts

• Support admissions, registration, withdrawal, and transfer processes
• Assist with registration activities including course requests, credit checks, and prerequisite verification
• Perform grade changes at quarter and semester transitions
• Update Student Information System terms to ensure accurate reporting timelines
• Collaborate with the CVSEC (18–22 Transition Program) to maintain graduate records

• Ensure all graduation requirements are met in accordance with the board-approved district handbook
• Calculate final GPAs and determine Distinguished Graduate awards
• Distribute final transcripts to colleges, NCAA, military, workforce, and other institutions upon request
• Compile graduation statistics and reports for each graduating class
• Maintain and update the high school profile for colleges and external agencies
• Process transcript requests for past graduates

• Coordinate scholarships and Senior Awards Night
• Evaluate scholarship applications for completeness, eligibility, and deadlines
• Prepare, track, and report scholarship data
• Support scholarship committees with criteria and compliance questions
• Organize and onboard new scholarship opportunities
• Coordinate scholarship payments with colleges
• Assist with ACT and Pre-ACT testing logistics
• Support counselors with senior meetings related to graduation, college applications, and scholarships
• Maintain College & Career Exploration platform data and track student postsecondary plans

• Complete verification forms for agencies including social services, housing, military, MN DHS, Dream Act, and child support
• Update course requirements annually with the Athletic Director for NCAA eligibility
• Provide support for the Minnesota Direct Admissions process

• Assist with workflow coordination and task management within the office
• Communicate effectively with internal staff and external educational institutions
• Perform other duties as assigned by administration
  
  

Qualifications

• High school diploma or GED required, Two years post secondary degree preferred
• Bilingual in Spanish/English or Somali/English
• Minimum of two (2) years of experience in a related role (public school experience preferred)
• High level of integrity and professionalism regarding confidential information
• Strong organizational, multitasking, and problem-solving skills
• Ability to work independently and collaboratively in high-pressure situations

• Proficiency with Student Information System
• Strong working knowledge of Google Workspace and Microsoft Office Suite
• Experience with Xello or similar college/career platforms preferred
  
  

Why Join Our District?

• Play a vital role in student achievement and postsecondary readiness
• Work in a collaborative, mission-driven school community
• Engage in meaningful work that directly impacts students and families
• Stable schedule aligned with the academic calendar