Registrar - Urbandale High School

JOB TITLE: Registrar

CLASSIFICATION: Classified

FLSA STATUS: Non-Exempt

Please review the UCSD Actions of Excellence to gain an understanding of the expectations for UCSD employees.

PURPOSE OF THE POSITION: The High School Registrar is responsible for managing and maintaining student academic records, ensuring compliance with school policies and state regulations. This role involves handling student enrollments, transfers, transcripts, and graduation requirements while providing excellent administrative support to students, parents, and faculty. The Registrar must be detail-oriented, organized, and able to maintain confidentiality in handling sensitive student information.

QUALIFICATIONS:
(Skills, Knowledge, Abilities, Education, Certification/Licensure, Experience, Equipment)  

Skills, Knowledge, and Abilities:

1.  Ability to operate a variety of standard office equipment including computer, printer, copy machine,
   scanner, fax machine, telephone, etc.
2. Ability to understand the meaning of words and to use them effectively when speaking and writing the
   meaning of words to use them effectively when speaking and writing to properly convey or receive
   information.
3. Ability to work independently, efficiently, and meet deadlines.
4. Experience with student data management systems such as PowerSchool
5. Experience with academic scheduling and transcripts for secondary students
6. Certified as a notary public, or ability to obtain certification within three months
7. Experience in school administration, student records management, or a related role.
8. Proficiency in student information systems, Microsoft Office, and database management.
9. Knowledge of FERPA (Family Educational Rights and Privacy Act) and state regulations regarding
   student records.

Education:

1. At least one year of specialized training beyond high school.

Experience:

1. 2 to 3 years of secretarial, administrative, or office management experience involving computer entry and records management experience
2. Preferred experience with scheduling students
3. Preferred - Notary

Equipment:

1. Office equipment such as computers, two-way radios, multi-line phone system, cell phone, copier, and fax machines.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

The following duties are normal for this position.  These are not to be construed as exclusive or all inclusive.  Other duties may be required and assigned.

1. Assist students, parents, teachers and visitors entering the Counseling Office
2. Print/update/create/organize Counseling Office forms.
3. Maintain and update student academic records, including transcripts, standardized assessment scores, grades, attendance, and personal information, ensuring accuracy and compliance with school policies and regulations.
4. Maintain, process, and send academic report cards throughout each academic school year
5. Process student enrollments, transfers, and withdrawals, coordinating with school counselors, administrators, and other districts, as needed.
6. Prepare and distribute senior clearance forms and transcripts for current students, alumni, and external institutions, as requested.
7. Track and verify student progress toward graduation, ensuring all requirements are met and diplomas are issued accurately.
8. Compliance with state and federal regulations regarding student records and reporting.
9. Assist in the preparation of reports for accreditation, state agencies, and school administration.
10. Collaborate with school counselors and administrators in scheduling student classes, resolving schedule conflicts, and maintaining course enrollment records.
11. Serve as a point of contact for students, parents, and staff regarding records, enrollment, and academic information, providing clear and courteous communication.
12. Utilize student information systems (PowerSchool and Xello) to maintain records, generate reports, and ensure data integrity.
13. Maintain the confidentiality of student records and ensure that all records are securely stored and accessed only by authorized personnel.
14. Maintain and submit NCAA and NAIA portal
15. Manage transcripts from DMACC for all of UHS students and concurrent enrollment students and then enter into Powerschool.
16. Coordinate with Metro West to ensure accurate student records for UHS students, grades, attendance, transcripts, and graduation requirements.
17. Complete monthly mobility and monthly enrollment reports
18. Create signs, brochures, flyers and slides for TV to advertise counseling info, maintain UHS counseling website.
19. Perform other duties as assigned

SUPERVISION OF OTHERS:

- None

PHYSICAL REQUIREMENTS:

- Satisfactory health as certified by a competent medical authority upon hire.

- Repetitious bending, lifting, and hand movement.

- Ability to work while standing, moving and/or walking.

- Drug, tobacco, and alcohol-free while working.

- Must be able to see and hear within normal limits with or without corrective lenses or hearing aids.

- Ability to operate a motor vehicle used to travel between sites.

WORKING CONDITIONS:

- Majority of work is performed in an office or school setting.

- Occasional meetings outside the school day.

- Occasional exposure to body fluids, fumes, noise, and hazardous materials and emergency situations.

TERMS OF EMPLOYMENT:

- At-will employee
- 12-Month position.
- Per Board Policies and administrative guidelines.
- Performance evaluated annually.