Middle School Registrar

Sylvania; Star (ID); On-site; USD 38,000 - 52,000; Full time

Job summary

West Ada School District is seeking a Middle School Registrar to manage and maintain student records in the SIS, ensuring data integrity and compliance with district and state regulations. The role involves enrollment coordination, transcript management, and providing courteous public service.

The registrar will handle data entry, paper and electronic records, and collaboration with counseling staff, administrators, and external agencies, while adhering to FERPA confidentiality requirements.

Qualifications

• High school diploma or GED required.
• Some general office experience preferred.
• Ability to learn district-specific software and procedures.

Responsibilities

• Manage and maintain student records using the SIS with accuracy.
• Coordinate enrollment, transfers, withdrawals, and transcript work.
• Respond to inquiries from parents, students, and staff in a professional manner.
• Maintain confidentiality and ensure compliance with FERPA.

Skills

MS Office Suite

Microsoft Teams

Data entry accuracy

Verbal and written communication

Customer service

Record maintenance

Education

High school diploma or GED

Tools

SharePoint

Student Information System

FERPA compliance tools

Job description

West Ada School District

Middle School – Registrar

Purpose

Responsible for managing and maintaining accurate middle school student records within the West Ada School District’s Student Information Systems, ensuring data integrity and compliance with district and state regulations; performs related administrative and clerical tasks as needed.

PERFORMANCE RESPONSIBILITIES

The primary role of the registrar is to manage and maintain student records for all current and former students using the District’s Student Information Systems. It requires strong organizational and multitasking skills, along with excellent verbal and written communication. The position demands precision in data entry and keen attention to detail, as well as customer service and interpersonal abilities for effective public interaction. Time management and the ability to prioritize tasks are essential, as are teamwork and supervisory capabilities to support staff. Additionally, adaptability to quickly learn district-specific systems and procedures, combined with problem-solving skills and initiative, are vital to successfully handling daily office challenges. This work is performed under the supervision of the building principal or designee.

Essential Duties

General Office

• Proficient in Microsoft Office Suite (Word, Excel, Outlook, OneNote, SharePoint) for creating, editing, and managing documents, spreadsheets, and email communications, with strong keyboarding skills.
• Experienced in using Microsoft Teams for collaboration, virtual meetings, and document sharing.
• Quickly learns and adapts to district-specific software and technology platforms; skilled in navigating online portals, managing shared documents, and troubleshooting basic computer issues.
• Performs general office tasks such as data entry, filing, copying, scanning, and maintaining electronic and paper records with accuracy and attention to detail.
• Provides clerical and office support to counseling staff, office personnel, and other school staff as assigned, including managing written communications, phone calls, and in-person inquiries.
• Responds professionally and promptly to inquiries from parents, students, staff, and external agencies.
• Cross trains in various administrative support functions alongside building office staff.

Routine Duties

• Coordinate student enrollment, transfers, and withdrawals; transcript management; and perform other registrar-related duties.
• Verify Open Enrollment applications for both in-district and out-of-district transfer requests.
• Review and validate enrollment documents, including proof of address, birth certificates, immunization records, legal documents, and special program eligibility when applicable.
• Provide enrollment verification to authorized external agencies.
• Prepare and maintain students’ cumulative file.
• Ensure accurate and complete student records, files, and grades in compliance with district policies and state requirements, facilitating timely data submission for reporting.
• Enter, update, and manage student data in district databases and student information systems.

• Supervise and train student workers.
• Assist administrative staff and counselors with the master scheduling process.
• Provides nursing support when needed, assisting with health-related tasks.
• Ensure compliance with school policies, district guidelines, and federal regulations, including maintaining strict confidentiality of student information in accordance with FERPA.

Qualifications

• High school diploma or GED equivalency; and
• Some general office experience; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

Essential Physical Abilities

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment;
• Sufficient personal mobility, agility, strength and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period, move up to 20 pounds and work in an office environment.

Evaluation

• Yearly by supervisor.

Terms of Employment

To be determined by the calendar year.

• Regular attendance is an essential function of this job
• If you are chosen for this position your employment with the District would be "at will". Employment at Will means that the employee or the District may terminate the employment relationship with or without cause, and with or without notice, at any time.
• As per Idaho Code 65-5-1/65-503: "Eligible veterans are provided advantages in public employment in Idaho…"