Registrar

Jubilee Academies; San Antonio (TX); On-site; USD 32,000 - 46,000; Full time

Job summary

Jubilee Academies is seeking a Campus Registrar in San Antonio to safeguard student data, manage enrollment cycles, and maintain permanent records under TEA and district policies. You will lead attendance, TREx requests, and PEIMS data integrity while serving as the main contact for families entering the Jubilee community.

The role emphasizes accurate data handling, timely document verification, and collaboration with campus leadership to support enrollment goals during 223 instructional days.

Qualifications

• Education: Bachelor’s Degree is required.
• 3–4 years of registrar or data entry experience in lieu of degree.
• 2–3 years of registrar or data entry experience is required.

Responsibilities

• Attendance Tracking & ADA Compliance; ensure accurate attendance reporting for state funding.
• Oversee daily collection of attendance and verify submissions by snapshot time.
• Audit readiness: maintain attendance docs for annual TEA/SAAH audits.
• Generate campus ADA reports and partner with leadership on truancy interventions.
• Lead new student registrations and re-enrollments using SchoolMint and Ascender.
• Verify documents (Residency, Immunizations, Birth Certificates) and keep audit-ready files.
• Maintain real-time Seat Availability tracker for enrollment snapshots.
• Support recruitment events to meet enrollment targets.
• Coordinate PEIMS data accuracy and enter transfers promptly.
• Manage record transfers with TREx within mandated timelines.
• Ensure finalization of report cards/transcripts every 9 weeks.
• Communicate clearly with families about registration requirements.

Skills

Ascender

SchoolMint

TREx

TEA compliance

FERPA

SAAH guidelines

Data management

Communication

Bilingual

Confidentiality

Education

Bachelor's Degree

Registrar/Data Entry experience 3–4 years in lieu of degree

2–3 years registrar/data entry experience

Job description

Job Title: Campus Registrar

Position/Pay Type: Starting Pay $34,600 (commensurate with experience) / Non - Exempt

Workdays: 223 Working Days

Position Hours: Full-time

Reports To: Dean of Culture

Supported by: District Recruitment & Enrollment Manager

Position Mission

The Campus Registrar is the primary custodian of student data and the first point of contact for families entering the Jubilee community. This role ensures the integrity of campus-based Average Daily Attendance (ADA), manages the lifecycle of student enrollment and registration, and maintains permanent student records in strict compliance with the Texas Education Agency (TEA) and local policies.

Key Responsibilities

• Attendance Tracking & ADA Compliance
• Daily Monitoring: Oversee the daily collection of attendance; verify that all teachers have submitted attendance by the designated snapshot time to ensure accurate state funding reporting.
• Audit Readiness: Maintain all attendance documentation (e.g., doctors notes, sign-in/out logs) in accordance with the TEA Student Attendance Accounting Handbook (SAAH) for annual audit purposes.
• ADA Reporting: Generate and analyze campus-level ADA reports; identify trends in absences, accuracy and collaborate with campus leadership on truancy prevention and intervention including documentation.
• Enrollment & Registration Management
• System Management: Lead the campus-based execution of new student registrations and returning student re-enrollments using SchoolMint and Ascender.
• Document Verification: Ensure all digital and physical registration files (Proof of Residency, Immunizations, Birth Certificates) are verified and audit-ready within 48 hours of receipt.
• Capacity Control: Maintain a real-time "Seat Availability" tracker to provide the Principal/APO with instant enrollment snapshots for each grade level.
• Recruitment Support: Participate in campus-based recruitment events, such as Open Houses and block walking, to meet enrollment targets.
• Student Records & PEIMS Integrity
• Records Transfer: Request all Texas Records Exchange (TREx) requests within state-mandated timelines for incoming students.
• Grade Reporting: Coordinate the "Close of Grading Period" process; audit grade books for missing entries and ensure all report cards/transcripts are finalized every 9 weeks.
• Data Accuracy: Conduct regular audits of PEIMS-related data (e.g., student demographics, special program coding) to ensure error-free submissions to the district.
• Withdrawals: Process student withdrawals and transfers promptly, ensuring all exit paperwork is complete and records are forwarded to the new school.
• Campus Operations & Culture
• Family Liaison: Serve as a professional and welcoming point of contact for families regarding registration requirements and enrollment status.
• Event Participation: Support campus culture initiatives by attending student orientations and campus-based events.
• Conflict Resolution: Address and resolve family concerns regarding records or attendance constructively to maintain a positive campus climate.

Qualifications

• Education: Bachelors Degree, Required*.
• *3-4 years of registrar or data entry experience in lieu of degree
• Experience: 2-3 years of registrar or data entry experience, required

Skills

• Technical Proficiency: Advanced knowledge of Ascender, SchoolMint, and TREx (preferred).
• Regulatory Knowledge: Strong familiarity with TEA compliance practices, FERPA regulations, and SAAH guidelines.
• Organizational Excellence: Proven ability to manage large datasets with high accuracy in a fast-paced, deadline-driven environment.
• Communication: Ability to communicate complex registration requirements clearly to diverse families and staff. Bilingual, highly preferred.
• Professionalism: Ability to maintain confidentiality and handle sensitive documentation with professionalism

Working Conditions

• Schedule: 223-day calendar, including work during summer months to facilitate peak registration periods.
• Environment: Maintain emotional control under stress; occasional prolonged or irregular hours during enrollment peaks.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.