Registrar

Great Hearts Online; Gilbert, Northern (AZ, KY); Hybrid; USD 23,000 - 28,000; Full time

Benefits offered by this job

Comprehensive Health Coverage

Retirement Planning: 401(k)

Supportive & Mission-Driven Culture

Job summary

Great Hearts Academies in Gilbert, AZ seeks a School Registrar (Grades 6-12) to manage student data through PowerSchool, maintain records, transcripts, and graduation processes, and ensure FERPA compliance.

The role oversees enrollment cycles, coordinates with leadership and staff, maintains the on-site database and reporting to the State, and supports scheduling and daily campus operations while upholding privacy and accuracy.

Qualifications

• Bachelor's degree preferred.
• Previous administrative experience required.
• Experience with student information systems preferred.
• US work authorization required.

Responsibilities

• Manage annual enrollment and waitlist cycles, including late enrollment and withdrawal processes and transfer of records/documents.
• Keep academy leadership apprised of enrollment status through statistics and tracking of enrollment numbers.
• Manage mailing and collection of student entry documents, emergency cards, lockers, handbooks, etc.

Skills

MS Office

Excel

Word

Outlook

PowerPoint

UltiPro

Adobe Acrobat

Taleo

Education

Bachelor's degree

Tools

PowerSchool

SAIS

Job description

Position Title: School Registrar (Grades 6-12) Location: Arete Preparatory Academy, 4525 E Baseline Rd, Gilbert, AZ 85234 Reports To: Headmaster FLSA Status: Non-Exempt, Hourly, Full-time Compensation Amount: $17.00 - $20.00

Position Summary: The mission of the Registrar is to manage and maintain the integrity and accuracy of the student information pipeline to and through the student data lifecycle (application to graduation). The Registrar organizes all the campus operation tasks with key stakeholders and executes campus operation processes that bind to our student information system (PowerSchool). Under limited supervision, administers the overall operations of the records office, including areas such as management of student records, official and unofficial transcripts, grade petitions, graduation process, monitoring academic guidelines, degree audit reporting system, and related matters. Ensures compliance with Family Rights and Privacy Act and all other applicable laws and regulations.

Distinctive benefits for Great Hearts employees

• Comprehensive Health Coverage: Exceptional medical, dental, and vision insurance with minimal employee contribution.
• Retirement Planning: A competitive 401(k) with employer match.
• Supportive & Mission-Driven Culture: Join a workplace centered around true collegiality, collaboration, and opportunities for personal and professional growth.

Duties and Responsibilities

• Manage the annual enrollment and waitlist cycles, including late enrollment and withdrawal processes, and transfer of records documents/processes.
• Ongoing keep the academy leadership and appropriate GH employees apprised of the current enrollment status through statistics and tracking closely enrollment numbers.
• Manage the mailing and collection of student entry documents, including emergency cards, locker assignments, library and handbook signature pages, etc.
• Maintain all student files and records, including 45-day screens, health screenings, immunization records, incident reports, etc.
• Maintain all academy records as required by audits/state and federal guidelines, and as requested by the Headmaster and/or Great Hearts Lead Office Staff.
• Manage the academy's on-site database, electronic interfaces with the AZ Dept. of Education's SAIS system, and all enrollment/attendance reporting to the State.
• Receive and process records requests from schools to which students transfer.
• Organize and oversee the annual distribution (and collection) of textbooks, materials, and lockers to students and faculty, including informative communications with parents regarding book deposits, ordering, etc.
• Ensure that all student grades are recorded in Schoolmaster for submission to the ADE and coordinate communication of grades to the families.
• Maintain data ongoing in the student information system and enrollment system.
• Assist Office Manager in creating sections and student schedules.
• Additional tasks and projects as assigned.

Required/Preferred Education

Required/Preferred Education: Bachelor's degree preferred.

Required/Preferred Experience

Required/Preferred Experience: Previous administrative experience required, experience in school administrative or working with student systems is preferred.

Required/Preferred Skills

Required/Preferred Skills: Strong Microsoft Office (Excel, Word, Outlook, PowerPoint) skills, experience with UltiPro, Adobe Acrobat, and Taleo preferred.

Physical Functions: Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 15 pounds approximately.

US work authorization is required. Employment is contingent upon successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.

Travel required: May need to travel locally for training and professional development opportunities.

This description reflects management’s assignment of essential functions. It does not exclude or restrict the tasks that may be assigned.

Great Hearts Academies is an Equal Opportunity Employer.

Our purpose is to cultivate the minds and hearts of students through the pursuit of Truth, Goodness, and Beauty. Great Hearts Academies leads the way in classical, liberal arts education. We are a growing network of charter schools and private Christian schools and expanding in existing and new regions across Arizona, Louisiana, and Texas. Whether you are seeking teaching, leadership, or campus support opportunities, we have established a mission-driven culture and emphasis on learning and growing, professionally and personally. At Great Hearts, we provide a calling to shape the future through an education that fosters human flourishing and academic excellence. We celebrate diversity and welcome individuals from all backgrounds—inside and outside education—who bring unique perspectives and ideas to enrich our community. Through meaningful conversations and collaboration, we foster a strong, supportive cohort of educators. At Great Hearts, your passion and expertise will thrive in a supportive and dynamic environment. Learn how you can grow both in mind and heart as an employee of Great Hearts.

If you need support with the Careers website, application or the hiring process, please contact us at [e-mail].