District Registrar

Title: District Registrar

Assignment: 12-month, 7:30AM - 4:00PM

Location: Winnetka Campus

Occupational Group: NTESPA – Administrative

Supervisor: Associate Principal for Academics and Administrative Services

Starting Rate: $29.31/hour

Start Date: July 1, 2025

Position Outcomes:

To maintain confidential student academic records for all present and past students. To assist administrators and faculty by compiling data to complete school district, state, and federal reports.

General Responsibilities:
This employee coordinates the maintenance of confidential student academic records and coordinates Admin Services support staff within the records office. There is considerable contact with staff, students, parents, governmental agencies, and the general public. This employee must possess excellent communication and organizational skills, exercise initiative and independent judgment, and keep informed of new applicable laws, procedures, technology, and grading requirements. Confidentiality and discretion in performing duties must be exercised. The registrar and records office serves as the initial point of contact for all new students registering at the school. All aspects of the admission process – from placement testing to course selection are coordinated through this office.

Qualifications:

• College degree preferred.
• Experience as a high school registrar preferred.
• Experience with PowerSchool software preferred.
• Capacity to project a positive image of the district to parents, students, staff and outside vendors, as well as exhibit a positive employee attitude.

Knowledge/Abilities/Skills:

• Knowledge of current office practices and procedures, computers, and additional office equipment.
• Knowledge of best practices in the field of school management systems, including transcript evaluation, residency, and report writing. PowerSchool, Datamation, DocStar software; and Parchment experience preferred.
• Knowledge of applicable procedures of the Illinois Student Records Act, including the retention, storage and destruction of student records.
• Ability to maintain the highest level of confidentiality regarding issues of the office.
• Ability to organize the workflow of self and others in order to meet deadlines.
• Knowledge of the use of software/equipment for data processing and its related operations, as well as an above average mathematical aptitude.
• Ability to work independently, demonstrate exemplary interpersonal skills, and communicate clearly with staff, students, parents, the public, and outside officials/agencies.
• Physical ability to move about frequently in work/office and other areas of the school.

Position Expectations:

• Supports coordination of staff in Admin Services related to designated tasks from registrar office.
• Maintains accurate student permanent records and cumulative folders.
• Updates academic records and transcripts of current students by inputting grade changes, credit changes and grade points; updates transcripts and academic records of students in residential and day school special education and off-campus placements.
• Creates student report cards and updates honor roll data.
• Updates seniors’ final transcripts to colleges, uploads transcripts to Parchment Exchange database, maintains copies and archive files of transcripts for graduating students.
• Upon request of schools, employers, parents, and students, interprets transcripts by consulting district academic information, administrators and/or post-high school counselors.
• Communicates and coordinates enrollment process with all new and transfer students to the District, receiving and uploading required residency documents and consulting with the Residency Officer.
• Enrolls new transfer students in PowerSchool, creating student and parent PowerSchool portal and coordinating required testing with Testing Coordinator and/or EL coordinator.
• Creates transcripts for transfer students by evaluating transcripts sent by previous schools attended. .
• Develops and maintains accuracy of Graduation Plan within PowerSchool and serves as resource to Adviser Chairs and Graduating Class Teams in its interpretation and implementation.
• Sends and receives student records with sender schools and colleges.
• Maintains accurate student data by compiling lists such as graduation, credit deficiencies, transfer students, withdrawn students, honors students and students retaking courses.
• Coordinates and tracks accurate student enrollment data for students in Outplaced, Transition and tutoring programs.
• Coordinates and enrolls students registered in online programs for courses and credit recovery.
• Maintains and tracks applications and academic records for students applying for early graduation track, Independent Study, Study Abroad and Foreign Exchange students.
• Completes the National Merit Profile of student applicants and enters their transcript grades and academic profile.
• Processes the transcripts requests for student applicants in the National Collegiate Athletic Association database and National Association of Intercollegiate Athletics database.
• Determines student eligibility for various opportunities and programs by comparing eligibility requirements with student records.
• Maintains Administrative Services Registrar webpage on school website.
• Helps compile data for county, state, and federal reports.
• Verifies student record information for local, state, and federal agencies.
• Provides enrollment information, verification of student status, academic records as requested by Administrative Teams and Department Chairs.
• Coordinates annual enrollment and residency verification process for current and new students to the district.
• Researches and stays current on regulations, policies, and procedures that pertain to student records.
• Continues job performance enhancement by participating in professional growth activities.
• Exhibits a positive attitude and projects a positive image of the district to staff and others.
• Performs other duties as assigned by supervisor.

FLSA: Non-Exempt

Job Type: Full-time

Pay: From $29.31 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute:

• Winnetka, IL 60093 (Preferred)

Ability to Relocate:

• Winnetka, IL 60093: Relocate before starting work (Preferred)

Work Location: In person

Salary : $29