PEIMS Lead Registrar- District

TEXAS LEADERSHIP PUBLIC SCHOOLS

Job Title: PEIMS Lead Registrar

Department: PEIMS                          

Reports To: PEIMS Director             

FLSA Status:  Exempt

GENERAL PURPOSE: 

Under the general supervision of the district PEIMS Director, the PEIMS Lead Registrar oversees all student registration, enrollment, attendance, and records management functions for the district. This role ensures the accuracy, integrity, and confidentiality of student information while supervising registration workflows and supporting compliance with state, federal, and charter-system reporting requirements. The Lead Registrar serves as the primary point of contact for enrollment processes and is the lead administrator for PowerSchool Enrollment operations.

DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

Enrollment & Registration

• Comply with all charter system policies and procedures, internal controls, board policies, and federal/state/local laws.
• Oversee the full registration cycle, including new student onboarding, residency verification, document collection, and delivery of information to the Student Information System (SIS).
• Serve as the subject-matter expert for PowerSchool Enrollment, including form setup, troubleshooting, workflow configuration, and data validation.
• Train and support staff on PowerSchool Enrollment features, procedures, and updates.
• Ensure accurate entry and maintenance of student demographic, contact, and enrollment information in PowerSchool SIS.
• Assist and support parents in completing registration packets, both online and in person, ensuring all required forms and documents are submitted accurately and on time.

Records Management

• Maintain and secure permanent student records in compliance with district policies, state laws, and FERPA regulations.
• Supervise and process transcript requests, student record transfers, and the archiving of records.
• Communicate with campus nurses to verify immunization records.
• Communicate with campus counselors to verify grades and transcripts.
• Perform routine audits of student data to ensure accuracy and completeness.

Data & Reporting

• Generate and analyze enrollment reports, demographic data, attendance trends, and state-required submissions.
• Collaborate with technology and data teams to ensure smooth data integration between PowerSchool Enrollment and PowerSchool SIS.
• Monitor compliance with state reporting deadlines, coding requirements, and audit preparation.
• Implement and comply with all FERPA and HIPAA laws and requirements.

Customer Service & Communication

• Provide high-quality service to families, students, and staff regarding registration, school placement, and records inquiries.
• Communicate enrollment guidelines, timelines, and required documentation to families.
• Work closely with administration, counseling, special education, and other departments to coordinate student placement and services.

Supervision & Leadership

• Lead and supervise enrollment and registration staff as assigned.
• Develop and maintain standard operating procedures for registration and recordkeeping.
• Coordinate annual enrollment and registration events and initiatives.
• Participate in staff-development training, staff meetings, and special events as assigned
• Assist the PEIMS Director as needed with assigned duties

JOB RELATED CONDITIONS:

• Work performed in a traditional office setting.
• Must maintain composure and control in stressful situations.
• Frequent travel may be required.
• Extended hours may be required during peak enrollment or reporting periods.
• Long periods of sitting and computer use.

MINIMUM QUALIFICATIONS:

General Qualifications:

• Ability to maintain confidentiality and handle sensitive information.
• Ability to manage high-volume workflows and meet strict deadlines.
• Excellent organizational skills and attention to detail.
• Experience working in a school setting is preferred.
• High School Diploma or equivalent required.
• Proficiency with Google Sheets or Excel, including data entry, filtering, formulas, and data validation.
• Strong interpersonal, communication, and customer-service skills.
• Strong proficiency with PowerSchool SIS and PowerSchool Enrollment, including form management, troubleshooting, and data reporting.
• Understanding of school enrollment regulations, FERPA, and student-records compliance.