District Registrar

Sylvania; Beverly (MA); On-site; USD 55,000 - 75,000; Full time

Job summary

The Beverly Public Schools is seeking a dedicated School District Registrar to manage student enrollment, registrations, and records with discretion and accuracy. This full-time, year-round role serves as the primary contact for families, schools, and district staff, ensuring compliance with DESE regulations and FERPA while delivering excellent customer service.

Strong organizational and communication skills are essential to coordinate residency verification, data entry, and state reporting in a

Qualifications

• Associate's degree required.
• At least three years of progressively responsible administrative experience.
• Experience in student registration, records management or school administration.
• Experience with Student Information Systems (SIS).
• Excellent organizational, communication and interpersonal skills.
• Ability to prioritize multiple assignments in a fast-paced environment.
• Demonstrated ability to maintain confidentiality.
• Ability to work effectively with diverse populations.

Responsibilities

• Coordinate and oversee all student enrollment and registration processes for the school district.
• Verify residency and eligibility requirements per DESE regulations.
• Process registrations, transfers, withdrawals, and re-enrollments.
• Maintain official student records in compliance with FERPA.
• Provide courteous, professional assistance to students, families and staff.
• Ensure data accuracy in the district's student information system.

Skills

Organizational skills

Communication skills

Interpersonal skills

Confidentiality

Prioritization

Multilingual (optional)

Education

Associate's degree

Bachelor's degree

Tools

Student Information Systems

Job description

Job Summary

The School District Registrar is a full time, full year position and serves as the central point of contact for student enrollment, registration, withdrawals, residency verification and student record management. The Registrar ensures compliance with federal and state laws governing student records while providing exceptional customer service to students, families, schools and district staff. The position requires strong organizational skills, attention to detail, sound judgment and the ability to handle confidential information with professionalism.

Essential Duties and Responsibilities

Student Registration and Enrollment

• Coordinate and oversee all student enrollment and registration processes for the school district.
• Verify residency and eligibility requirements in accordance with district policies and the Massachusetts Department of Elementary and Secondary Education (DESE) regulations.
• Process new student registrations, transfers, withdrawals, and re-enrollments.
• Review documentation including proof of residency, guardianship, custody, birth certificates, immunizations, and other required records.
• Ensure enrollment data is complete, accurate, and entered into the district's student information system
• Assist families in navigating enrollment procedures and required documentation.

Student Records Management

• Maintain official cumulative student records in compliance with the Massachusetts Student Records Regulations (603 CMR 23.00) and the Family Educational Rights and Privacy Act (FERPA).
• Process requests for student records, transcripts, and educational files.
• Coordinate records transfers between school districts.
• Archive, retain, and purge student records according to state and federal retention requirements.
• Ensure the confidentiality and security of all student information.

Residency Verification

• Conduct residency verification reviews. Preliminary review and prompt report to district leadership for further review.
• Monitor residency documentation and investigate discrepancies, when necessary.
• Coordinate residency audits in accordance with district policy.

Data Management

• Ensure accurate coding of student demographic information.
• Assist with state reporting requirements.

Customer Service

• Serve as the district's primary contact for registration and enrollment inquiries.
• Provide courteous, professional assistance to families from diverse backgrounds.
• Communicate enrollment requirements clearly and effectively.
• Coordinate interpretation and translation services as needed.

Compliance

• Maintain knowledge of federal, state and local laws governing student enrollment and records.
• Ensure district compliance with:
• FERPA
• Residency requirements
• School Choice regulations
• Immigration-related enrollment protections

Collaboration

This work will be carried out in collaboration with school principals, school administrative assistants, counseling departments, special education services, the English Learner department, the nursing department, Transportation, Human Resources and district administration to ensure coordinated implementation across all relevant areas of the district.

Additional Responsibilities

• Assist with enrollment during summer registration periods.
• Support district initiatives related to student data accuracy.
• Participate in professional development.
• Perform other duties as assigned.

Required Qualifications

• Associate's degree
• Minimum of three (3) years of progressively responsible administrative experience
• Experience in student registration, records management or school administration
• Experience with Student Information Systems
• Excellent organizational, communication and interpersonal skills
• Ability to prioritize multiple assignments in a fast-paced environment
• Demonstrated ability to maintain confidentiality
• Ability to work effectively with diverse populations

Preferred Qualifications

• Bachelor’s degree
• Experience in Massachusetts public schools
• Knowledge of DESE reporting requirements
• Working knowledge of student privacy and records regulations
• Experience with residency verification procedures
• Bilingual or multilingual skills

Physical Requirements

The physical demands described are representative of those necessary to successfully perform the essential functions of this position.

• Ability to sit for extended periods
• Frequent use of computers and standard office equipment
• Occasional lifting of files and materials up to 25 pounds
• Ability to move throughout school buildings as needed

Work Environment

Work is primarily performed in an office setting with frequent interaction with students, families, staff and the public.

Reports To

• Superintendent of Schools or Designee as assigned annually

Compensation

• Compensation is set in accordance with the Beverly Public Schools AFSCME School Administrative Assistants collective bargaining agreement.

Employment Eligibility

• Employment is contingent upon successful completion of a CORI and SORI background check and fingerprint-based national criminal history check, in accordance with Massachusetts law.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.