Registrar

DeKalb Health; Montverde (FL); On-site; USD 50,000 - 61,000; Full time

Job summary

Montverde Academy seeks a full-time Registrar responsible for accurate student records, transcripts, scheduling, and graduation data. You will maintain Veracross records, coordinate with deans, counselors, and the Business Office to ensure accurate enrollment information, scheduling, and reporting.

Confidentiality and compliance with applicable policies are essential. Responsibilities include processing transcript requests, managing master schedules, and producing official reports for college

Qualifications

• Previous experience in a school registrar or data-intensive role is preferred.
• Experience with Veracross is strongly preferred.
• Experience with Canvas or another LMS is desirable.
• Strong accuracy and data integrity in handling student records.

Responsibilities

• Maintain complete and accurate student academic records in Veracross.
• Process transcript requests and enrollment changes.
• Coordinate master schedule and student scheduling with deans and counselors.
• Ensure confidentiality and proper release of records according to policy and law.
• Generate reports for academic operations, graduation review, and accreditation.

Skills

Attention to detail

Organizational skills

Communication skills

Collaboration

Tools

Veracross

Canvas

Spreadsheets

Reporting tools

Database systems

Job description

• Location 17235 7TH ST,MONTVERDE, FL, 34756-3210,United States
• Base Pay $55,000.00 / Year
• Employee Type Full Time

Description

The Registrar is responsible for the accuracy, integrity, confidentiality, and maintenance of student academic records and serves as a primary steward of student academic data at Montverde Academy. The Registrar administers processes related to course registration, student scheduling, grading, transcripts, graduation records, enrollment status, and official academic reporting. The Registrar is responsible for the accurate configuration and maintenance of academic information within Veracross, the Academy's Student Information System, and works collaboratively with academic leadership, faculty, counselors, College Counseling, Enrollment Management, the Business Office, students, and families. This position plays a critical role in supporting effective academic operations and student success by ensuring that academic records are complete, accurate , secure, and readily available to authorized users. This role is exempt, working full time, on a 12 month schedule.

Student Records and Records Compliance

• Maintains complete andaccurateacademic records for currently enrolled students in Veracross, including information related to courses, credits, grades, enrollment status, and academic progress.
• Maintains permanent academic records for Montverde Academy alumni and students who have withdrawn from the Academy.
• Processesrequests for official and unofficial transcripts, student records, alumni records, and apostillesin accordance withestablished Academy procedures.
• Maintains the confidentiality and security of student educational records and ensures that records are released only to authorized individuals and organizationsin accordance withapplicable laws, regulations, and Academy policies.
• Collaborateswith College Counseling and otherappropriate officesto ensure the accuracy andtimelyavailability of transcripts and academic records needed for college applications and other student purposes.
• Collaborates with the Business Office and Enrollment Management toestablishand reconcile official student enrollment information.
• Communicates with the Business Office and Enrollment Managementregardingwithdrawals, financial holds, enrollment-status changes, and other circumstances affecting official student records.
• Coordinates withappropriate departmentswhen students withdraw from Montverde Academy to ensure that changes are accurately reflected in Veracross and related systems.
• Maintains familiarity with the Academy's graduation requirements, academic policies, AP program,Dual-Enrollmentagreements, and applicable FHSAA and NCAA eligibility requirements.
• Maintainsrecords associated withDual-Enrollmentparticipation,verifiesstudent eligibility based upon established requirements, and ensures that applicableDual-Enrollmentcourses and grades are accurately reflected on student transcripts.

Course Registration and Student Scheduling

• Updates and maintains course records, course offerings, and related academic information in Veracross for each academic year.
• Works collaboratively with Upper School Deans and school counselors to coordinate student course recommendations, requests, and registration.
• Collaborates with the Upper School Deans and Dean of Faculty in the development of the master schedule based upon approved course offerings, student requests, staffing, room availability, and other academic considerations.
• Is responsible fortheaccurateconfiguration and implementation of the approved master schedule withinVeracross.
• Works with Upper School Deans and school counselors to generateaccurateindividual student schedules.
• Processes approved schedule changes throughout the academic year andmaintainsappropriate documentationand records of those changes.
• Produces and distributes student schedules and related scheduling reports as needed.

Grading, Transcripts, and Graduation Records

• Configures marking periods, grading processes, report cards, and transcript settings in Veracross for each academic year.
• Coordinatestheaccuratecollection, maintenance, and reporting of student grades.
• Processes approved grade changesin accordance withestablished Academy procedures.
• Publishes report cards according to the Academy's academic calendar.
• Produces official transcripts, credit analyses, grade reports, and other academic records asrequired.
• Produces transcripts and final academic records for graduating seniors.
• Collaborates with the Dean of the Upper School, College Counseling, and otherappropriate academicpersonnel tomonitorstudent progress toward fulfillment of graduation requirements.
• Produces academic standing, grade distribution, academic jeopardy, graduation-progress, and other student-record reports for academic leadership.
• Providesappropriate academicand statistical reports to authorized school offices as requested.

Data Integrity and Reporting

• Serves as a primary steward of student academic data within Veracross and promotes consistent,accuratedata-entry and records-management practices.
• Conducts periodic reviews and audits of student academic records toidentifyand resolve discrepancies.
• Works with appropriate departments to reconcile student information across Veracross and related systems.
• Maintainsaccuratestudent and family information within the areas of Veracross assigned to the Registrar.
• Responds to authorized internal and external requests for academic, enrollment, and student-record data.
• Generates recurring and ad hoc reports necessary to support academic operations, enrollment reporting, graduation review, accreditation, and institutional decision-making.
• Maintainsappropriate documentationof Registrar procedures, academic-record processes, and annual workflows.
• Supportsappropriate records-retentionand archival practices for student academic records.

Veracross, Canvas, and Educational Systems Coordination

• Serves as a key resource for theaccuratemaintenance of academic records, courses, schedules, and enrollment information in Veracross.
• Collaborates with the Director of Innovation and Educational Technology to ensure that courses and academic information reflected in Canvas align accurately with Veracross.
• Communicatescourse changes, student schedule adjustments, faculty-assignment changes, and other relevant updates that affect Canvas or connected educational systems.
• Assistsfaculty and staff in understanding workflows and processes involving the integration of Veracross, Canvas, and student academic records.
• Identifies data discrepancies or system-process concerns and works collaboratively with appropriate personnel to resolve them.
• Participates in testing, implementation, and refinement of academic-system processes affecting the Registrar function.

Qualifications:

• Previousexperience in a school registrar, student records, academic operations, school administration, or comparable data-intensive role preferred.
• Experience working with a student information system required; experience with Veracrossstronglypreferred.
• Experience with Canvas or another learning management system is desirable.
• Strong understanding of student records, transcripts, credits, grading, course scheduling, and related academic processes preferred.
• Demonstrated ability tomaintaina high degree of accuracy when managing complex records and large volumes of data.
• Strong organizational, time-management, and project-management skills with the ability to manage multiple priorities and recurring deadlines.
• Strong technology skills, includingproficiencywith spreadsheets, reporting tools, and database-driven systems.
• Demonstrated commitment to data integrity, confidentiality, and student privacy.
• Excellent written and verbal communication skills.
• Strong interpersonal and collaborative skills and the ability to work effectively with administrators, faculty, staff, students, families, alumni, and external organizations.
• Ability to exercise sound judgment and discretion when handling sensitive or confidential information.
• Ability to analyze problems,identifydiscrepancies, and develop effective solutions.
• Ability and willingness to learnnew technologies, systems, policies, and procedures.

PhysicalRequirements:

• Whileperformingthedutiesofthisjob,theemployeeisregularlyrequiredtostand/sitforextended periods of time.
• Mustbeabletoascendanddescendstairs,aswellasstoop,kneel,crouch,orcrawl.
• Abilitytomoveaboutinsidetheofficetoaccessfilecabinets,officemachinery,etc.
• Constantlyoperatesacomputerandotherofficeproductivitymachinery,suchasacalculator,copy machine, and computer printer.
• Constantlyusesspeechandhearingtocommunicatetoadiversepopulation.
• Specificvisionabilitiesrequiredbythisjobincludeclosevision,distancevision,colorvision, peripheral vision, depth perception, and the ability to adjust focus.