Description
Summary:
The Registrar is the primary data and student information administrator for our school. This person is responsible for maintaining impeccable student information data and record keeping. Additionally, they will be the secondary contact person for all of the school’s Front Office operations.
This position is approximately thirty (30) hours per week and considered full-time with benefits.
Essential Job functions:
Official Records
• Maintains physical and electronic records including student cumulative folders, transcripts, class rosters, and grade books
• Processes all requests for official transcripts for current and former students
• Works with the Admissions and Business Offices to ensure timely and accurate registration of new and returning students; process withdrawals of departing students
• Works with IT to process all end-of-year records and new year procedures
• Supports Admissions Office with documentation needs for student/faculty international trips and incoming international students
• Maintain current and accurate auditable student records, both physical and electronic
• Provide accurate reporting in a timely manner
• Manage standardized, ACT, and any additional college-related testing and associated record keeping (Naviance)
• Send all documents in Naviance to colleges in the fall, mid-year, and spring for Seniors
Grade Reporting
• Coordinates grade and narrative reporting process including communication with faculty, management of student incompletes, verification, and correction of official grades
• Prepares and distributes CIF eligibility lists for Athletics and Performing Arts at the end of each official grading period
• Manages all grade changes, withdrawals, and GPA recalculations
• Work with Athletics Department to ensure appropriate Athletic credit is awarded after each season
Attendance
• Maintains official student attendance records
• Coordinates with Assistant Principal of Academics regarding communication of attendance calculations and grade reductions
• Communicates with health office regarding students cleared for attendance
Database Management
• Coordinates with Technology, Admissions, College Counseling, Advancement, and Business Office to ensure the appropriate selection, implementation, use, and maintenance of technologies to support the needs of Blackbaud SIS
• Works collaboratively with technology to assign, distribute and troubleshoot parent, student, and faculty Blackbaud and PowerTeacher account issues
• Maintain database integrity, protocols, and security through regular monitoring, error correction, and data clean-up
• Provides PowerTeacher and ProGradebook support and training to faculty as needed
• Ensures accurate and timely data flow between systems and constituents
Scheduling
• Prepares all materials for spring course scheduling
• Works collaboratively with Assistant Principal of Academics on elective presentations, student course requests, master schedule, and student schedules
• Facilitates course request approval process, including compliance with prerequisites
• Coordinates add/drop process in August and January
• Prepares secondary school teacher and room charts
Other Duties
• Assists College Counseling department with annual School Profile
• Assists College Counseling department with scheduling family Junior and Senior College meetings
• Assists the Assistant Principal of Academics with end-of-year final transcript requests for incoming freshmen or transfer students
• Assists the Assistant Principal of Academics with end-of-year placement exam results letters to incoming freshmen
• Add colleges in Naviance for Seniors
• Check GPA’s for Seniors before transcripts are uploaded in Naviance
• Send reminder emails to Seniors to collect final documents (i.e. recommendation forms and transcript requests) after the initial communications have been sent
• Collect scholarship, honors program, and award information for Seniors for input in to graduation program
• Assists the Business Manager with inputting financial aid and academic scholarships information into Blackbaud
• Coordinates the ordering of graduate diplomas
• Receives and prepares AP scores report and maintains historical data
• Processes work permits
• Is back-up to Front Office Manager and relieves them for lunch and break periods
• Other duties as assigned
Requirements
• Previous registrar or database manager experience preferred
• Experience with PowerSchool SIS, Blackbaud SIS, or similar database
• Ability to maintain strict confidentiality
• Strong aptitude for technology including Excel, GoogleDocs, creating and modifying queries, mail merges, and database maintenance
• Excellent attention to detail, highly organized, with ability to manage multiple projects at once
• Works with a high level of efficiency and adheres to deadlines
• Understanding of state and federal privacy laws and best practices in record keeping
• Self-motivated and self-directed
• Experience in master scheduling preferred
• Ability to work well in a team environment
Information/Application Contact
Louisville High School (Woodland Hills)
22300 Mulholland Dr.
Woodland Hills, CA 91364
HR@louisvillehs.org