School Admin/ Registrar

Job Title: School Administrative Assistant & Registrar

FLSA Classification: Exempt

Department: Hanna Academy

Reports to: Principal

Salary: $70,000-$80,000 Annually

Date Updated: 03/04/2025

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Job Description

Summary/Objective
Under the supervision of the School Leaders, the School Administrative Assistant & Registrar provides general office support, including front desk management and administrative tasks. Additionally, this role performs registrar duties, such as maintaining academic records, overseeing student enrollment, and coordinating class schedules. The primary responsibilities include maintaining enrolled students' academic records, overseeing the enrollment process for new students, and coordinating class schedules. Additionally, this role requires providing supervision and guidance to students in crisis.

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Work schedule: Monday through Friday, 8:00 AM - 4:00 PM (half-hour lunch), during school session weeks.
• Maintain punctuality and adhere to assigned work hours.
• Perform front office duties, including greeting visitors, answering phones, and organizing substitute teachers.
• Execute school registrar duties, such as inputting transcript information, producing report cards, and scheduling classes.
• Print monthly attendance reports for SPED billing.
• Manage and ensure accuracy of attendance records in Aries.
• Create classes and schedules in Aries.
• Enroll new students and coordinate class schedules in Aries and Salesforce.
• Manage ADP and monitor records for accuracy.
• Process Hanna Academy work orders.
• Request and obtain educational records from outside schools or agencies.
• Follow up on educational records and schedule subsequent check-in meetings.
• Prepare and distribute report cards and transcripts, including diploma creation and graduation program planning.
• Assist with the coordination of graduation activities.
• Supervise students in crisis by helping them remain calm and navigate conflicts, following established school protocols and de-escalation techniques. Training in crisis management or de-escalation strategies is preferred.
• Maintain and respect the confidentiality of student and school personnel information.
• Prepare memos, letters, papers, and programs for the school department.
• Maintain student files and oversee the distribution of relevant information.
• Manage the school intercom system for communication with classrooms.
• Set up and maintain student computer files.
• Act as the primary school contact for student scheduling with other departments.
• Maintain office supplies and equipment; assist in ordering supplies and textbooks.
• Manage Amazon account and approve purchases.
• Oversee Hanna Academy purchases in Ramp for the principal.
• Provide information and interpret school policies and procedures.
• Monitor cameras and vape sensors.
• Perform other duties as assigned.

Knowledge, Skills, and Abilities

• Proficiency in general office and computer skills, including filing, word processing, spreadsheets, and database management.
• Familiarity with Aries school information system.
• Ability to handle confidential information with discretion.
• Previous experience in a school setting preferred.
• Experience working with students preferred.
• Minimum education requirement: High School Diploma.
• Familiarity with Monday.com, including entering student referral data.
• Experience with Empower or Aries School Information System preferred.
• Experience with Salesforce preferred.
• Ability to multitask, maintain a positive attitude, and remain calm in crisis situations.

Comments

This position requires the ability to sit for extended periods of time and the ability to manage repetitive hand/wrist movements while using a computer keyboard and/or the phone. The ability to bend, squat and stoop. The ability to lift and/or carry up to 20 lbs., occasionally. Duties are primarily performed in an office environment at a desk or computer.

Work Environment
Typical office environment. Responsibilities may include offsite meetings, trainings, or other activities as required business needs.

Affirmative Action/EEO Statement
Hanna Academy is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

Other Duties
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.