25-26 SHS Registrar and Data Supervisor - Guidance and Technology

General Description:

The Registrar and Data Supervisor will play a central role in developing optimizing and overseeing protocols and procedures with a goal to improve the enrollment management continuum from first contact with Somerville High School (SHS) through graduation. This position also contributes to the personalization of student learning through strategic data analysis and oversight of effective student record systems and processes.

Qualifications & Skills:

• Registrar experience at the Secondary Level preferred.
• Bachelors Degree or higher in computer science management business administration education or appropriate and acceptable combination of education and experience.
• Excellent computer skills; ability to utilize MS Office Google drive and database software to analyze summarize and present data to support recommendations strategies systems and processes.
• Experience with database systems specifically inputting and extracting data and generating accurate reports.
• Ability to work collaboratively and effectively with all SHS stakeholders including but not limited to students families and faculty.
• Excellent organizational analytical communication and interpersonal skills.
• Ability to successfully work with and contribute to project teams.
• Ability to give attention to detail and ensure accuracy of data.
• Ability to effectively utilize database software including Naviance College Board Insights and Aspen SIS or other similar programs.
• Working knowledge of the master scheduling process at the Secondary Level.
• Knowledge and understanding of standardized testing college application processes state and federal laws pertaining to student records.
• Ability to effectively organize and prioritize work-flow and successfully manage a large volume of tasks.
• Ability to create and manage strong stakeholder relationships and uphold the highest level of customer service and professionalism.
• Excellent work ethic.

Responsibilities include:

• Develops implements oversees and manages all internal day-to-day aspects of the operational process within the office of the registrar including graduation compliance withdrawals/transfer services grading system schedule changing transcript accuracy strategic data analysis and provides high-level oversight guidance and collaboration of effective student record systems and processes.
• Develops implements oversees and manages the maintenance of registrar related records and processes to ensure compliance with legal state federal requirements accuracy /integrity of data and confidentiality of student records.
• Assists SPS Director of Data Assessment and Accountability and SHS Leadership team to generate reports of Aspen data for the Leadership Team and District Technology Administrator
• Assists with the development and implementation of procedures related to the School Counseling Department CCR Program District Technology Administrator and all other SHS academic departments.
• Provides oversight of manages and guides the SHS administrative support staff who are responsible for the maintenance of the SHS student information system (i.e. Aspen) to support data systems and processes relative to all current and past student records including but not limited to the physical and/or digital/virtual student demographic information student enrollment withdrawal transfers testing reports grades and transcripts to ensure accuracy and timely collection and reporting of data.
• Responsible for the oversight management and execution of interpreting and evaluating student transcripts from a variety of institutions for the purposes of determining appropriate grade level placement by transferring grades awarding credit and creating official transcripts within the student information system in alignment with SHS guidelines.
• Responsible for providing support and oversight in the areas of registration course scheduling course changing for the purpose of transcript accuracy.
• Responsible for providing leadership and management in the operations of registration maintenance of student records course level changes and record processes.
• Manages maintains leads development and administration of the Graduation Progress Tracker for all students in the student information system. Advises counselors of student progress towards meeting graduation requirements as needed.
• Partners with faculty Leadership Team and School Committee to develop revise and update grading policies practices and other school policy/processes/protocols management in a manner that supports school goals and strategy and promote transparency informed decision making and cross-functional alignment; makes sure these policies and practices are accurately reflected in the handbook and program of studies.
• Creates and manages a system to review validate and distribute all student grades for progress reports reports cards and transcripts; supports staff with grading processes.
• Receives reviews validates and processes transcript requests from students families staff and schools/ colleges/universities and/or employment agencies (e.g. transcripts job verification attendance/graduation verification) in a manner that ensures confidentiality of student records. Provides course descriptions/syllabus upon request.
• Works with the school counseling department to manage the annual update of NCAA Eligibility Center data with current SHS courses and completes tasks as requested in the Eligibility Center. Manages the process for new courses approval/requests according to NCAA guidelines.
• Manages coordinates and/or assists with all mandated and elective local state and national testing programs (including but not limited to MCAS MCAS-Alt ACCESS AP Seal of Biliteracy etc.) and all other testing activities including: registration ordering materialsnotifying staff students and families of students to be tested scheduling tests locations assigning and training proctors distributing materials receiving and returning materials and all related paperwork reporting results analyzing data for teacher use and assuring compliance with established procedures.
• Prepares and analyzes complex reports (e.g. state matriculation graduation year-end reports failing grade reports student supports and interventions standardized tests etc.) for the purpose of assisting with the formation of school strategies and implementation of policy and initiatives.
• Works with SHS Admin on the annual revision of the SHS Program of Studies; directs and prepares annual revisions in partnership with the Leadership Team; manages and maintains the SHS program of studies by tracking the program activities and changes; works with the team to manage any changes and ensures that any variances are escalated and addressed promptly.
• Works with SHS Admin on the annual revision of the SHS Student Handbook; directs and prepares annual revisions in partnership with the Leadership Team; keeps track of Handbook policies and protocols as approved by the Principals and School Committee.
• Participates in ongoing professional development so as to maintain an effective working knowledge of state and federal laws regarding student records DESE Aspen and other district information systems.
• Maintains copies of class rank and honor roll list with support from District Technology Administrator.
• Works with SHS leadership team and District Student Services Department to provide timely information and generates reports regarding withdrawals and closely monitoring for possible dropouts.
• SIMS responsible for data revision at SHS; oversees data collection data entry and data updates for the purpose of the SIMS report along with all State specific coding for student records.
• Provides support to teachers counselors online supervisors Special Education personnel and department heads to identify SHS Special Education Outplaced and SCALE students who have met their graduation requirements and coordinates the preparation of final graduation list and issuing of SHS diplomas as well as generates reports to track impact of Graduation Retention and Drop-out rates.
• Manages/assists with student schedule level change requests and transcript adjustment including transferring dual enrollment courses to the SHS transcript and monitoring for SIMS.
• Gathers analyzes and summarizes school data relative to SHS alumni post-secondary success through outreach and the National Student Clearinghouse database (as needed).
• Performs other duties and responsibilities as may be assigned by the School Counseling Department Chair District Technology Administrator and SHS Principal Team.

Terms of Employment:

Full-time - (July-June)

Work Schedule: Monday - Friday / 40 hours per week

Union Status: Non Union

City of Somerville Retirement & City of Somerville Benefits eligible position

Position Report to:SHS Counseling Department Chair and SPS Director of Technology

The Somerville Public School does not discriminate in its programs facilities or employment of educational opportunities on the bases of race color age religion disability preganancy home status martital/civil union status sex/gender gender identity sexual orientation citizenship status place of birth national origin ancestry cultural identity genetics or military status and does not tolerate any form of retaliation or bias-based intimidation threat or harassment that demeans individuals group or interferes with their ability to learn or work.

Required Experience:

Manager