Registrar

Loudoun County Public Schools; Goose Creek Village (VA); On-site; USD 35,000 - 45,000; Full time

Job summary

Loudoun County Public Schools is seeking a Registrar to provide direct support to new families and ensure student registration in line with state and LCPS regulations. The role manages student records, attendance data, and transcripts, while coordinating with administrators and counselors to ensure accuracy and timely information.

Responsibilities include handling registrations, maintaining data integrity in LCPS systems, and assisting families with ParentVUE activation.

Qualifications

• High School Diploma or GED required.
• Demonstrates effective oral and written communication skills.
• Strong organization and interpersonal and decision-making skills.

Responsibilities

• Responds to information requests from the public, parents, staff, and others.
• Verifies and documents student registrations and maintains waitlists.
• Enters student information into school systems and handles transcripts.
• Maintains organized, confidential student records and prepares files for transfers.
• Coordinates translation services and supports attendance and enrollment processes.

Skills

Communication

Organization

Customer service

Confidentiality

Multitasking

Education

High School Diploma or GED

Tools

MS Word

Excel

Outlook

Job description

Job Overview

The Registrar provides direct support to new families at the school and ensures that the student is registered following the regulations set by the state and local school board. Registrars are administrative professionals whose duties include the maintenance of student records. These records include, but are not limited to, attendance records, immunization records, grades, and transfer information. In addition to understanding both the school's systems and general office technologies, registrars also handle a large number of administrative duties for school administrators and school counselors in their day-to-day work. They may be called on to handle reporting duties, take care of transcript requests, maintain schedules, prepare documents, and inform higher-level administrators of possible upcoming issues.

Roles and Responsibilities

The following information is intended to describe the overall nature and scope of the work being performed. This is not a comprehensive listing of all responsibilities or tasks; work may differ and other work may be assigned when deemed appropriate.

• Responds to request for information made from the public, parents, staff, and or other interested parties
• Answers questions within area of authority; directs callers/visitors to appropriate location or staff member
• Collects required information to register new or transferring students; ensures that all required documentation is provided; submits registrations and maintains waitlist
• May manage school entry; verifies and documents all personnel entering and leaving the school premises
• Verifies student attendance and contacts parent and or guardian to complete a follow up, documents absences, tardiness, and early pickups. Works with attendance officers in identifying attendance truancy concerns
• Enrolls student into the student information systems manually or processes the online pre-registration
• Directs students that need to be referred to the Welcome Center for evaluation of english language skills or to the special education office for additional services
• Assembles, prepares, and maintains the student's scholastic record per LCPS guidelines. Prepares student files for summer transfer and reviews all incoming student files
• Prepares, provides, and maintains a variety of logs, spreadsheets, paperwork, forms, general and specific correspondence, and or other related information to ensure accuracy and completeness
• Files documents and maintains an organized, confidential and secure area for student records
• Makes copies, and or sends documents electronically, by fax, or via mailing
• Collects legal documentation and works with the Senior Registrar to maintain accurate data which affect the ParentVUE and StudentVUE systems
• Works closely with the Senior Registrar, special permission office, transportation, and the McKinney Vento liaison regarding unique registration scenarios
• Assists families with activation of ParentVUE system
• Stays current on pupil accounting changes/requirements at the state and local level
• Coordinates resources to provide translation services/interpreters where needed

Qualifications

Below are the minimum qualifications for this job. Equivalent combinations of education and experience are also acceptable.

Education

High School Diploma or GED

Experience

General office or secretarial experience

Knowledge, Skills and Abilities

• Demonstrates effective oral and written communication skills
• Strong organization and interpersonal and decision-making skills
• Knowledge of MS Work, Excel and Outlook
• Ability to make all families feel welcome in the school and the community
• Ability to work efficiently and ensure accurate data entry
• Exceptional customer support skills
• Demonstrate ability to ensure confidentiality, discretion and sensitivity to diverse family situations
• Ability to work at a very fast pace and ability to multitask

Physical Requirements

The following provides a brief description of physical requirements for this job:

While performing the duties of this job, the employee is regularly talking, expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. The employee must possess normal cognitive abilities including the ability to learn, recall and apply certain practices and policies. Frequently sitting and/or remaining in a stationary position for long periods of time. Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.

Reports to: Principal

FLSA Status: Non-Exempt

Months/Days/Hours: 12 month/ 254 days/ 8 hours

Salary Level: Universal/Scale B.1 Level 6

Salary Range: $25.62-$32.89

Salary Scale: https://www.lcps.org/compensation

Remote Work Eligible: No

Union Designation: Non-Certified