Registrar - San Antonio

POSITION: Registrar

• San Antonio

LOCATION: Monte Vista North

REPORTS TO: Director of Campus Operations

FLSA STATUS: Salaried

• Exempt (Full time, benefits-eligible)

Company Description

Great Hearts Academies is a non-profit charter management organization (CMO) that operates classical, preparatory, K-12 public charter schools. Our academies cultivate the minds and hearts of students through the pursuit of truth, goodness, and beauty. We currently serve over 17,000 students across our network, with over 3,600 at our 5 Texas schools, and we expect that number to grow to thousands more, including 8,000 students at our campuses in San Antonio, alone. Great Hearts is dedicated to providing additional communities with access to our liberal arts model, and, as the network scales both locally and nationally, we aim to restore excellence to American public education. We proudly prepare students for success at the best colleges and universities in the nation but see our larger purpose as producing great-hearted graduates that are prepared to be intellectual, moral, and engaged citizens. Additional information can be found at www.greatheartscareers.org.

Position Summary

The mission for the Registrar is to manage and maintain the integrity and accuracy of the student information pipeline to and through the student data lifecycle (application to graduation). The Registrar organizes all the campus operation tasks with key stakeholders and executes campus operation processes that bind to our student information system (PowerSchool). Under limited supervision, administers the overall operations of the records office, including areas such as management of student records, official and unofficial transcripts, grade petitions, graduation process, monitoring academic guidelines, degree audit reporting system, and related matters. Ensures compliance with Family Rights and Privacy Act and all other applicable laws and regulations .

Duties & Responsibilities

• Manage the annual enrollment and waitlist cycles, including late enrollment and withdrawal processes, and transfer of records documents/processes.

• Keep the academy leadership and appropriate GH employees apprised of the current enrollment status through statistics and tracking closely enrollment numbers.

• Reconciling monthly financial receipts and invoices.

• Order supplies as needed.

• Organize and oversee the annual distribution (and collection) of textbooks, materials, and lockers to students and faculty, including informative communications with parents regarding book deposits, ordering, etc.

• Ensure that all student grades are recorded in PowerSchool for submission to the ADE and coordinate communication of grades to the families.

• Partner with instructional team to distribute instructions on how to access PowerSchool's parent portal

• Report cards distributed by academic calendar quarter deadline.

• Maintain data ongoing in the student information system and enrollment system.

• Assist the Receptionist at the front desk as needed.

• Assist with paperwork for hiring process (I-9 form, etc.)

• 97.00% ADA (Avg. Daily Attendance) for Campus

• Owns the attendance process for the campus' students

• Works with students, staff, and parents to ensure students attend school every day

• Communicates attendance reporting to staff, including: Chronic absenteeism, Progress Towards Goal by Day, Absence calculator

• Documents all attendance changes and corrects attendance data within 24 hours

• Ensure teacher attendance submission is in line with official attendance taking time

• Ensures all paper rosters are signed and dated (if applicable)

• Ensures all attendance report submissions are submitted on time

• 100% of Student Records received by the First Week of School (FWOS)

• Student records are requested timely from other districts

• All records requests fulfilled within 14 days

• Maintain all academy records as required by audits/state and federal guidelines, and as requested by the Director of Campus Operations and/or Great Hearts Lead Office Staff

• Receive and process records requests from schools to which students transfer

• All PEIMS deadlines are met based on the SIS operating calendar

• Increase awareness and provide consistent communication with all key stakeholders (PEIMS Data Quality Team, Academic Counselor, ESL Coordinator, 504 Coordinator, SPED Clerk/Teachers, Cafeteria Mgr.)

• Maintain all student files and records, including 45-day screens, health screenings, immunization records, incident reports, etc.

• 25% of cumulative folders completed by September, 50% by October, and 75% by November

• Grade Verification, Re-registration, End of Year tasks, PET/PID, School and Section Enrollment Audits, Transcripts are completed timely and accurately

• Manage the mailing and collection of student entry documents, including emergency cards, locker assignments, library, and handbook signature pages, etc.

• management of student records, official and unofficial transcripts, grade petitions, graduation process, monitoring academic guidelines

• Compiles operational statistics and other data as assigned

• 100% data accuracy measured by PEIMS state submissions

Qualifications, Competencies & Strengths

Education: Bachelor's degree preferred.

Experience: Previous administrative experience required, experience in school administrative or working with student systems is preferred.

Additional Requirements

Type of clearance: Must complete Texas Department of Public Safety fingerprint clearance and background check.

Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 50 pounds approximately.

This description reflects management's assignment of essential functions; it does not exclude or restrict the tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.