Registrar

Location: Dallas/Fort Worth Texas
Reports to: VP of Operations
Part-Time Hourly

About Us: Ignite Learning Academy (ILA) is an accredited fully online K-12 school dedicated to providing high-quality personalized education for students nationwide. Our innovative learning environment is designed to meet the unique needs of each student empowering them to achieve academic excellence while fostering creativity critical thinking and a love for learning.

Job Summary:

The Part-Time Registrar is responsible for maintaining accurate and complete student academic and enrollment records and supporting the day-to-day administrative functions related to enrollment scheduling transcripts and graduation requirements. This position plays an important role in ensuring the integrity accuracy confidentiality and accessibility of student records throughout the student lifecycle.

This is an in-person part-time position based in the DFW area of Texas. The Registrar will work from a private office located within a shared professional workspace. While this position works on-site many colleagues and members of the broader school team work remotely. The successful candidate must therefore be comfortable working independently managing responsibilities with limited in-person supervision and communicating effectively with a distributed team through email phone and virtual meetings.

Essential Duties and Responsibilities

Student Records

• Maintain complete accurate organized and confidential student records.
• Process new student enrollments and student withdrawals.
• Request records from previous schools and send official student records to receiving schools as appropriate.
• Maintain and update student demographic information emergency contacts enrollment status and other required information.
• Review student files to identify missing or incomplete records and follow up as necessary.
• Ensure student records are maintained in accordance with school policies and applicable record-retention and confidentiality requirements.

Enrollment & Admissions

• Process enrollment paperwork and verify that required documentation has been received and properly recorded.
• Review and verify birth certificates immunization records residency documentation and other required enrollment documents when applicable.
• Coordinate closely with admissions and enrollment staff to ensure student information is accurate and enrollment files are complete.
• Assist with admissions and enrollment phone calls and family follow-up during high-volume enrollment periods as needed.

Student Scheduling

• Build and maintain student schedules.
• Process course additions withdrawals and schedule changes throughout the school year.
• Work with school staff to ensure students are appropriately scheduled based on academic needs and program requirements.
• Maintain accurate course enrollment information within the schools student information systems.

Academic Records

• Maintain accurate grades credits course histories and other academic records.
• Review incoming records and record transfer credits from previous schools.
• Evaluate transcripts for transfer students and accurately enter applicable coursework and credits.
• Ensure credits are appropriately categorized and applied toward graduation requirements.
• Identify discrepancies or missing academic information and coordinate with appropriate staff to resolve them.
• Assist in monitoring student progress toward meeting graduation requirements.

Transcripts Diplomas & Official Documents

• Prepare official and unofficial student transcripts.
• Process transcript and records requests from students families colleges employers other schools and authorized third parties.
• Provide enrollment and student-status verification upon request and when appropriately authorized.
• Verify graduation eligibility and completion of diploma requirements.
• Prepare and print diplomas transcripts and other graduation-related documents.
• Maintain accurate records regarding diploma issuance and graduation status.

Student Information Systems

• Enter and maintain accurate student information within the schools student information and records-management systems.
• Conduct routine reviews of student data to identify errors missing information or inconsistencies.
• Ensure information is updated promptly when changes occur.
• Maintain a high level of accuracy when entering reviewing and reporting student data.
• Protect confidential student and family information and follow all applicable privacy and security procedures.

Family & Staff Support

• Respond professionally and promptly to parent and student questions regarding records transcripts enrollment verification and related matters.
• Assist counselors administrators teachers enrollment staff and other authorized personnel with student records and academic information.
• Provide verification of enrollment and other official documentation upon request.
• Communicate clearly with families regarding missing documentation or information needed to complete student records.
• Collaborate effectively with colleagues who work remotely through phone email messaging and virtual meetings.

Additional Responsibilities

• Assist with admissions calls and enrollment-related responsibilities during busy enrollment seasons.
• Provide administrative support to other departments when needed.
• Participate in virtual staff meetings training and other school meetings as required.
• Maintain organized electronic and physical records and an orderly professional office environment.
• Perform other duties as assigned based on the operational needs of the school.

Required

• Associates degree or equivalent number of credits and/or experience
• Strong organizational skills and exceptional attention to detail.
• Ability to accurately manage large amounts of student information and documentation.
• Strong written and verbal communication skills.
• Professional and courteous communication skills when interacting with families students staff and outside organizations.
• Ability to maintain strict confidentiality when handling student family and school information.
• Strong computer skills and ability to learn new student information and records-management systems.
• Ability to prioritize multiple responsibilities and meet deadlines.
• Ability to work independently and remain productive with limited in-person supervision.
• Dependable self-motivated and comfortable working in an environment where most colleagues collaborate remotely.
• Ability to work consistently from the designated Texas office location.

Preferred

• Bachelors degree.
• Previous experience as a school registrar records coordinator administrative assistant enrollment specialist or similar position.
• Previous experience working in a K12 school environment.
• Experience reviewing high school transcripts and evaluating transfer credits.
• Knowledge of high school graduation requirements and academic credit systems.
• Experience using student information systems (SIS) or school records-management platforms.
• Experience with school enrollment admissions or student scheduling.

Knowledge Skills & Abilities

The successful candidate will demonstrate:

• Exceptional accuracy and attention to detail.
• Strong recordkeeping and data-management skills.
• Sound judgment when handling confidential information.
• The ability to identify discrepancies and proactively resolve record-related issues.
• Strong time-management and prioritization skills.
• The ability to communicate effectively with both families and school personnel.
• Comfort working independently while remaining highly connected and responsive to a remote team.
• A service-oriented approach to supporting students families and colleagues.
• Flexibility and willingness to assist with responsibilities outside of traditional registrar duties when school needs require additional support.

Work Environment

The employee will work from a private office within a shared professional workspace. Because many members of the school team work remotely regular communication and collaboration will take place through phone email messaging platforms and virtual meetings.

The position requires a high degree of independence reliability discretion and personal accountability. The Registrar must be able to manage daily responsibilities without continuous on-site supervision while remaining accessible and responsive to colleagues students and families during scheduled working hours.

Ignite Education Group/Ignite Learning Academy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.