Administrative Assistant – Registrar

Ecarams; Akron (OH); On-site; USD 36,000 - 52,000; Full time

Job summary

Ecarams is seeking an Administrative Assistant/Registrar to support daily school operations, serve as the primary receptionist, and manage student records. The role includes processing admissions, maintaining enrollment data, and generating regular reports to keep staff informed.

The ideal candidate will handle confidential information, coordinate communications, and collaborate with administrators to sustain a positive, student-centered environment.

Qualifications

• Experience handling student records and confidential data.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication with families.

Responsibilities

• Greet families and visitors as the first point of contact.
• Maintain accurate student records and enrollment documentation.
• Process admissions and update the student database in FACTS.
• Prepare reports and communications for school leadership.
• Coordinate scheduling, transcripts, attendance, and records with staff.
• Ensure compliance with data protection laws and school policies.

Skills

Customer service

Receptionist

Data entry

Records management

Communication

Tools

FACTS SIS

Job description

Position Summary

The Administrative Assistant/Registrar supports the effective daily operations of the school by serving as the primary receptionist, administrative support professional, and manager of student records. This role is often the first point of contact for families and visitors and is responsible for maintaining accurate student data, enrollment records, and compliance documentation.

Essential Duties & Responsibilities

Administrative & Office Support

• Assist the Chief School Administrator and Head of Schools in the daily operation of the school.
• Serve as an ambassador for the school by welcoming parents, students, and visitors and modeling professional, positive interactions.
• Provide helpful, friendly, and proactive customer service; resolve minor issues independently and refer more serious matters to appropriate staff.
• Provide comprehensive clerical and administrative support including word processing, correspondence, reports, scheduling, mail distribution, and maintaining both general and confidential filing systems.
• Perform daily receptionist duties: greet visitors, answer phones, manage inquiries, and direct individuals appropriately.
• Monitor and maintain office and school supplies; oversee copier usage and assist with copying needs.
• Support the overall mission and culture of the school and contribute to a positive, studentcentered environment.
• Ensure timely and accurate communication of messages (phone, email, inperson), maintain notice boards, update schedules, and distribute mail.
• Assist with digital communication: send schoolwide emails, post newsletters to the website, and prepare printed communications as needed.
• Generate and prepare administrative reports based on requested data.

Registrar, Admissions & Student Data Management

• Maintain strict confidentiality and comply with all dataprotection laws and school policies.
• Process student admissions in accordance with school policy; maintain complete and organized student records.
• Enter and update detailed student data in school information systems; maintain the student database, attendance records, and transcripts.
• Maintain enrollment files, family financial accounts, and student records in compliance with ODE, OECG, CYO, and requirements for private and federal grants (Fall, Summer Enrichment, Entrepreneurship, Art Club, Athletics, etc.).
• Prepare registration and enrollment materials for all school programs (Fall, Extended Day, Summer, Athletics, Entrepreneurship, etc.).
• Schedule enrollment appointments, testing sessions, and interviews for new students.
• Track student enrollment, SSID numbers, and schoolissued technology.
• Set up classes, teachers, and schedules in FACTS.
• Communicate with prospective and current families via phone, email, letters, and parent alerts.
• Update enrollment packets as needed.
• Coordinate tasks with office assistants and volunteers.

State Funding Compliance

Responsible for interfacing with the Ohio Department of Education, SCJFS, and other agencies, including:

• Jon Peterson Scholarship (IEP files and records)
• NS3 Reports
• ADM Reports
• Title XX
• Transportation
• Ohio School Choice Scholarship
• Processing attendance, tracking funding, and submitting required documentation via SAFE accounts

Attendance Management

• Check and maintain daily attendance.
• Contact parents when a student is absent without notification.
• Communicate with families regarding excessive tardiness (five or more per quarter).

Food Program & Demographic Reporting

• Collect and process Free and Reduced Lunch applications for demographic reporting and compliance.

Safeguarding & Security

• Maintain the security of school property in accordance with school procedures and legal requirements; report safety concerns promptly.
• Maintain the visitor logbook and ensure all visitors and contractors wear visible identification badges.

Mental, Emotional, and Physical Requirements (ADACompliant) Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Cognitive & Mental Requirements

• Ability to maintain attention and focus in a busy environment with frequent interruptions.
• Ability to prioritize tasks, manage deadlines, and handle multiple responsibilities simultaneously.
• Ability to exercise sound judgment, maintain confidentiality, and follow established procedures.
• Ability to problemsolve, identify appropriate next steps, and take initiative within the scope of the role.

Emotional & Interpersonal Requirements

• Ability to maintain professionalism, patience, and composure when interacting with students, families, staff, and visitors.
• Ability to communicate effectively and respectfully with individuals of diverse backgrounds.
• Ability to manage occasional stressful or emotionally charged situations while maintaining a supportive and serviceoriented demeanor.
• Ability to work collaboratively and contribute to a positive school culture.

Physical Requirements

• Ability to sit, stand, or walk for extended periods while performing office and reception duties.
• Ability to lift and move up to 20 pounds occasionally (e.g., boxes of supplies, student files).
• Ability to use standard office equipment, including computers, phones, copiers, and printers.
• Ability to move throughout the school building to support administrative needs.
• Ability to read printed and digital materials and hear and respond to inperson and telephone communication.

Work Environment

Work is performed in a school office setting with typical noise levels and frequent interaction with students and families. The role requires consistent inperson presence to fulfill essential duties related to reception, records management, and communication.

Other Duties as Assigned

• Provide parent orientation for school technology systems and assist with tracking technology fees and device distribution.
• Support additional administrative tasks as needed to ensure smooth school operations.