Registrar/Counselors Secretary

TITLE:  REGISTRAR/COUNSELORS SECRETARY
 
QUALIFICATIONS

1. Experience that is directly related to the duties and responsibilities specified
2. Demonstrated knowledge of admissions, enrollment, and student records for an educational organization
3. Knowledge of student retention issues, as well as the federal and state law, administrative rules, and Board policy regarding student records
4. Knowledge of admissions standards
5. Knowledgeable about word processing, data bases, spread sheets, and reports
6. Demonstrated proficiency in data processing and use of automated office equipment and software packages
7. Ability to gather and analyze statistical data and generate reports
8. Skill in organizing resources and establishing priorities
9. Strong communication and interpersonal skills
10. Self-motivated
11. Able to work under pressure and deadlines
12. Maintain confidentiality of staff and students

 
PRIMARY RESPONSIBILITY TO

Building Administrator
                                
JOB SUMMARY
 
To provide information about the school leading to the enrollment of students and maintenance of student records.
 
MAJOR DUTIES AND RESPONSIBILITIES
 
Registration & Admissions

1. Organize and perform admissions and registration   
2. Review and compile student admission applications and related documents
3. Meet with newly enrolled students and parents in person or on the phone to review forms and explain the enrollment and planning process
4. Assist with the collection of all paperwork by responding to specific questions during the form completion process, and follow up on missing forms until file is complete
5. Review, compile, and update student credentials needed for admissions status, and monitor progress of applicants
6. Set objectives for the district's admissions program and assist with an annual budget when assigned
7. Coordinate the preparation and distribution of school publications pertaining to admissions and enrollment
8. Assist in all admissions special events such as open house, career day, orientations, and high school tours, as assigned
9. Communicate and cooperate with school guidance counselors to assist students.
10. Respond to requests for public information about the district's admissions and enrollment policies and programs
11. Speak at public meetings and with groups of students and teachers on matters related to the district's admissions programs and policies as requested by the superintendent

 
Record-Keeping

1. Develop and maintain recordkeeping systems and procedures
2. Oversee grade and transcript processing
3. Coordinate academic information for graduation clearance
4. Maintain academic records, verify enrollment, coordinate graduation, and implement applicable student policies in accordance with accreditation standards and federal and state law, administrative rules, and Board policy pertaining to privacy   
5. Compile statistical information and prepare reports
6. May monitor academic standing, coordinate probation and suspension actions, and administer the dean's lists  
7. Resolve problems regarding the management of student records   

 
Other

1. Advice students, parents, and faculty on academic advising procedures, as well as financial aid policies, procedures, and eligibility requirements
2. May coordinate the acceptance and receipt of fees
3. Provide administrative support, which may include scheduling meetings and events, maintaining various office files, initiating and drafting correspondence, and other related duties
4. Assume responsibility for his or her continuing professional growth and development by attendance at in-services or trainings
5. Seek assistance should emergencies arise
6. Represent the school district in a positive manner
7. Know and follow school district policy and chain of command
8. Perform other duties as assigned

 
EVALUATION
 
Performance of this position will be evaluated by the building administrator in conformance with federal and state law, administrative rules, and Board policy.
 
TERMS OF EMPLOYMENT
This position shall be considered in all respects “employment at will”.  The “employment period” and other descriptions and terms set forth in this job description shall not create a property right for the employee.  These are set forth only to advise the employee of when and what type of services will be required by the district so long as the employment continues.