Registrar

ABOUT ASPIRE

Aspire Public Schools operates a network of high-performing, college preparatory charter schools serving TK-12 scholars in communities across California. Founded in 1998-in an effort to transform the inequitable racial, social, and gender outcomes that our communities persist through-Aspire is one of the largest and most forward-thinking open-enrollment public charter school systems in the nation.

Our purpose is to prepare our scholars for success in college, career, and life. At Aspire, we set a foundation for our scholars to gain knowledge, skills, and power to access and make choices for their families and post-secondary lives. Every day, our community of students, families, teachers and staff comes together to learn, work, and play in an environment grounded in our values of Bienestar (Well-Being), Culture of Belonging, Community Partnership, Agency & Self-Determination, and Joy.

JOB SUMMARY

The Registrar is the hub for maintaining the accuracy of academic records for grades 9-12 and for the many inputs that create those academic records, such as grade storage, setting up new courses in PowerSchool, and hand-entering grades that come in externally. In addition, the Registrar executes grade storage and some record updates for all grade levels, maintains relationships with external vendors, and assists with a variety of college-related administrative projects.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions

• Assists school site office staff in registering new students in grades 9-12, including: reviewing transcripts, assigning credits, and checking for graduation requirements and eligibility for activities. Assists school site office staff and principals in scheduling new students appropriately based on students' prior coursework.

Develops, updates, and maintains infrastructure for academic records:

• Creates new courses in PowerSchool, aligning titles and assigning credit types with course titles and statuses in our state-wide and other databases: the University of California Course Management portal, community college catalogs, Cyber High and other external provider catalogs, and/or assist.org

• Coordinates planning of academic record infrastructure updates (e.g. when the UC system makes a change) with supervisor, then executes those updates independently and spot checks revised system for desired changes and data accuracy

• With supervisor and/or PowerSchool administrator, creatively problem-solves one-off or small group cases where workarounds are needed in order to maintain the accuracy of unique student records (e.g. transfer students from out-of-country schools) or program pilots (e.g. Canvas integration)

• With PowerSchool administrator, annually updates Aspire course catalogs in both format and content

• Updates and maintains systems for graduation requirement waiver requests for students in the general education program and graduation requirement exemptions for students in the special education program

• Maintains and updates relationships with vendors, such as Jostens and the state work permit authority

Inputs data for academic records:

• Researches and inputs academic records for students transferring into Aspire

• Stores grades across all Aspire schools on a semesterly basis, and some schools on a quarterly basis

• Hand enters hundreds of external grades per term, such as those coming in from colleges and community colleges and from credit recovery providers like Cyber High

• Logs and monitors outcomes of graduation requirement waiver requests for students in the general education program

• Logs graduation requirement exemptions for students in the special education program

Leads accuracy checks for academic records:

• Leads the annual transcript scrubbing process with HO and school site teammates

• Researches, reviews, and reports out on transcript anomalies

Leads transcript production:

• Leads the mid-year and final transcript sending processes for seniors

• Fields and processes individual or small group transcript requests.

Leads or assists with additional processes:

• Leads the processing of work permits for school site teams

• Updates annual college-related lists, such as campuses requiring mid-year transcripts and campuses' requirements for enrollment and housing deposit amounts and deadlines

• Plans and updates all annual processes, and coordinates with supervisor and others to create new plans, processes, and policies

• Serves as Post-Secondary Success team's connection with the Finance Team for purchase orders, invoice processing, etc.

Provides friendly, timely customer service, both proactive and responsive:

• Explains Aspire policies regarding graduation requirements and grading policy to parents, students, staff, and outside entities (e.g. colleges)

• Organizes, communicates, and manages timelines and processes for colleagues and others, including grade storage, annual PowerSchool rollover, to-do lists for seniors, etc.

Maintains files and documents processes:

• Maintains paper and electronic files, including but not limited to new course requests, graduation requirement waiver and exemption requests, work permits, and transfer transcripts

• Updates electronic Registrar Resource Binder on a continuous basis to include new processes as well as revisions to current processes.

Additional:

• Demonstrate knowledge of, and support, the Aspire Public Schools mission, vision, value statements including antiracism, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior

• Perform other related duties as required and assigned.

QUALIFICATIONS

• Competencies:

• Extensive knowledge of California high school graduation requirements

• Extensive knowledge of University of California and California State University admissions requirements

• Extensive knowledge of high school to community college to 4-year college articulation patterns in the State of California

• Proficiency with PowerSchool and additional other database experience preferred

• Proficiency using the University of California Course Management Portal

• Proficiency using the assist.org website

• Proficiency with Microsoft Office

• Strong written and verbal communication skills with a variety of different audiences

• Strong organization skills

• Spanish Bilingual preferred but not required

• Meticulous ability to follow and document processes and procedures

• Minimum educational level:

• High School diploma with Bachelor's degree preferred

• Experience required:

• Database administration or other technology experience

• School or school district office experience preferred but not required

• Physical requirements:

• Stand, walk or bend over, kneel, crouch, reach overhead, grasp, push, and pull. Move, lift and/or carry up to 30 pounds to shoulder height

• Repetitive use of hands (i.e. fine manipulation, simple grasping, and power grasping)

• Demonstrate normal depth perception

• Sitting, walking or standing for extended periods of time

• Dexterity of hands and fingers to operate a computer keyboard, operate standard office equipment, and use a telephone

• See and read a computer screen and printed matter with or without vision aids

• Hear and understand speech at normal levels and on the telephone with or without auditory aides

Compensation:

Aspire Public Schools is dedicated to our teammate's well-being! In addition to a competitive base salary that is benchmarked against local districts and charter schools, we offer employees exceptional benefits, including paid time off, 100% core health benefits coverage on select plans, life insurance/long-term disability, participation in a CA state retirement plan, tuition reimbursement plan, and adoption assistance program.

Our salary range, based on years of experience for this position type is: $24.77 - $32.68

EEO STATEMENT

Aspire Public Schools provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

This position description intends to describe the general nature and level of work being performed by people assigned to this position. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.