High School Registrar

Bourgade Catholic High School

Job Description

School Registrar/Administrative assistant

Title: School Registrar/Administrative Assistant

Gen. Class: Classified Staff/Non-exempt

Division: Bourgade Catholic High School

Department: Academics

Supervisor: Assistant Principal

Statement of the Job:

The registrar/administrative assistant is responsible for comprehensive oversight management and maintenance of the schools student records and files both electronically and physically; registering and withdrawing students in accordance with established procedures at the high school; accessing and reporting student enrollment and performance data as requested by school leaders; communicating with parents staff students and outside schools and agencies regarding student enrollment.

The registrar/administrative assistant is responsible for managing incoming phone calls to the administrative office; scheduling student staff or parent meetings; preparing and sending communications; preparing materials for administrative meetings; and other various and typical secretarial and clerical tasks as assigned to support the schools administrative team.

Duties of the Job:

Student Records

• Obtain and maintain a variety of permanent student records such as grades transcripts immunization records cumulative folders and all general student data
• Update and manage records in the schools student information system (SIS)
• Enroll new students international students and dual credit students
• Communicate with other schools or outside agencies regarding student records
• Provides support to the high school summer school program
• Fulfill requests for transfer student records
• Prepare a variety of complex reports
• Maintain current class lists and grade lists for enrollment verification
• Process all external records requests

Student Assessment Reports

• Prepare record and report student grades
• Assist in distribution collection and coordination of testing materials as needed
• Process senior transcripts for college entrance and scholarships.

Substitute Teachers

• Manage all substitute teacher operationssubstitute teacher roster; contacting subs for daily assignments; transmitting daily lesson plans from teachers; sub attendance records; long-term sub assignments; etc.

Administrative Assistant to the Assistant Principal

• Provide secretarial support to the Assistant Principal for Academicsmanaging incoming calls calendar appointments etc.
• Maintain office supply areas
• Monitor office equipment and arrange for services as needed
• Support schoolwide testing programs
• Assist with academic eventsstudent recognition events graduation etc.

Additional Job Responsibilities

• Maintains a high level of ethical behavior and confidentiality
• Participates in any in-service training as required by BCHS or DPHX
• Perform any job-related tasks necessary as assigned by the Assistant Principal for the smooth flow of operations within the school
• Contribute to team effort for a professional office environment and maintain good working relationships with all school staff
• Have knowledge of technology and use appropriate software as needed
• Perform duties as assigned for the schools emergency procedures
• Cover the Attendance Clerk and Receptionist duties when needed
• Perform other related duties as assigned

Position requires knowledge of:

• High school graduation requirements
• Operation of a computer and assigned software
• Modern office practices procedures and equipment.
• Basic statistical and record-keeping techniques
• Data entry and report generation
• Correct English usage grammar spelling punctuation and vocabulary
• Diocesan and school policies and procedures
• Knowledge of Catholic Church teachings

Position requires ability to:

• Interpret apply and explain provisions of Federal State and Diocesan regulations related to admissions and records.
• Plan prioritize and organize work to meet established deadlines
• Work independently with little direction
• Type at 50 words net per minute from clear copy
• Analyze situations accurately and adopt an effective course of action
• Maintain records and prepare reports
• Communicate effectively both orally and in writing
• Establish and maintain cooperative and effective working relationships with those contacted during the performance of required duties including school personnel students parents and the community
• Maintain regular attendance

Experience and Education:

• Completion of the 12th grade or equivalent
• Five years responsible secretarial/clerical experience preferably in a school setting
• Excellent customer service and interpersonal skills
• Excellent computer skillskeyboarding data entry information management systems
• Spanish speaker preferred

Required Physical Abilities:

• Hearing and speaking to exchange information in person and on the telephone
• Seeing to conduct inspections read prepare and proofread documents
• Sitting or standing for extended periods of time
• Dexterity of hands and fingers to operate a computer keyboard and other equipment
• Kneeling bending at the waist and reaching overhead above the shoulders and horizontally to retrieve and store supplies
• Lifting heavy objects up to 25 pounds

This is a full-time hourly (non-exempt) position. Schedules will be arranged by administration.