Registrar & Admissions Administrative Coordinator

Xavier College Preparatory; Phoenix (AZ); On-site; USD 40,000 - 65,000; Full time

Job summary

Xavier College Preparatory is seeking a detailed Registrar & Admissions Administrative Coordinator to manage student records, support admissions, and oversee front office operations. The role ensures accurate data in the FACTS system and coordinates annual compliance and reporting for the school community.

Working with the Admissions Office and faculty, you will maintain confidentiality, deliver exceptional service to families, and support events like Open House and registrations.

Qualifications

• High School Diploma or GED required.
• Minimum three years of administrative, registrar, admissions, or office experience preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams).
• Experience with FACTS Student Information System or similar student database preferred.
• Strong organizational and recordkeeping skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and deadlines.
• Ability to maintain confidentiality and professionalism.
• Bilingual English/Spanish preferred.

Responsibilities

• Maintain and manage all student permanent records in accordance with diocesan and school policies.
• Create, update, audit, and archive student records within the FACTS Student Information System.
• Process enrollment, withdrawals, transfers, and new student registrations.
• Prepare and forward academic records and transcripts to receiving high schools and educational institutions.
• Coordinate admissions events including Open House and campus tours.
• Serve as a welcoming first point of contact for prospective families and visitors.
• Maintain front office logs and visitor security procedures.
• Generate system reports and attendance data for administration.

Skills

Strong organizational skills

Verbal and written communication

Multi-priority management

Team collaboration

Education

High School Diploma or GED

Tools

FACTS SIS

MS Office

Job description

Position Summary

The Registrar & Admissions Administrative Coordinator serves as a key administrative support professional responsible for student records management, admissions support, front office operations, school compliance tracking, and database administration. This position ensures the accuracy and maintenance of student information systems, supports enrollment and registration processes, coordinates annual school compliance requirements, and provides exceptional customer service to students, families, faculty, staff, and visitors. Working collaboratively with school leadership, the Admissions Office, and faculty, this position plays a critical role in maintaining student records, facilitating admissions events, managing school databases, and supporting the smooth operation of daily administrative functions.

Essential Duties And Responsibilities

Student Records & Registrar Functions

• Maintain and manage all student permanent records in accordance with diocesan and school policies.
• Create, update, audit, and archive student records within the FACTS Student Information System.
• Process enrollment, withdrawals, transfers, and new student registrations.
• Request, receive, organize, and file permanent records from previous schools and diocesan offices.
• Prepare and distribute student schedules and class lists.
• Update student demographic, academic, and family information throughout the school year.
• Generate reports, labels, rosters, and student data files as needed.
• Process sacramental documentation and recordkeeping.
• Prepare and forward academic records and transcripts to receiving high schools and educational institutions.

Admissions & Enrollment Support

• Serve as a welcoming first point of contact for prospective families and visitors.
• Schedule campus tours and student shadow visits.
• Assist with admissions events including Open House, Registration, Testing Days, and Family Information Nights.
• Prepare and assemble admissions and registration packets.
• Support student enrollment and re-enrollment processes.
• Coordinate registration paperwork and update student records based on enrollment documentation.
• Maintain positive communication with prospective and current families.

FACTS & Database Administration

• Administer and maintain the FACTS Student Information System.
• Complete annual FACTS rollover procedures and year-end archiving.
• Create new student profiles and update existing records.
• Manage class assignments, schedules, family records, and enrollment data.
• Ensure accuracy and integrity of student and family information.
• Generate system reports, mailing labels, attendance information, and operational data.

Compliance & Safety Coordination

• Coordinate and monitor Safe Environment compliance requirements for faculty, staff, volunteers, and students.
• Track training requirements and maintain compliance documentation.
• Assist with annual online training assignments and compliance reporting.
• Maintain records related to school safety programs and requirements.
• Coordinate fire drill and lockdown schedules and maintain associated records.

Testing & Academic Support

• Coordinate annual standardized testing preparations and logistics.
• Prepare testing materials, labels, student information, and distribution packets.
• Collect, process, and submit testing materials.
• Maintain testing records and documentation.
• Support reporting and filing of student assessment data.

Administrative & Front Office Operations

• Answer incoming telephone calls and direct inquiries appropriately.
• Welcome and assist students, parents, visitors, and community members.
• Maintain visitor logs and front office security procedures.
• Receive, sort, and distribute incoming mail and deliveries.
• Coordinate calendar updates and administrative communications.
• Order supplies and materials as needed.
• Support school-wide events and administrative projects.
• Perform general clerical, data entry, filing, and record maintenance duties.

Communication & Customer Service

• Maintain a professional, welcoming, and service-oriented environment.
• Communicate effectively with students, parents, faculty, staff, clergy, and community stakeholders.
• Protect confidential student, family, and personnel information.
• Assist families with enrollment, registration, and records-related questions.
• Support school communications and scheduling needs.

Required Qualifications

• High School Diploma or GED required.
• Minimum three years of administrative, registrar, admissions, or office experience preferred.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
• Experience with FACTS Student Information System or similar student database preferred.
• Strong organizational and recordkeeping skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and deadlines.
• Ability to maintain confidentiality and professionalism.
• Strong attention to detail and accuracy.
• Customer service-oriented mindset with a commitment to serving families.
• Ability to work independently and collaboratively.
• Bilingual English/Spanish preferred.

Preferred Qualifications

• Experience in a Catholic school, private school, or educational setting.
• Admissions, enrollment, registrar, or student information systems experience.
• Knowledge of diocesan policies and school compliance requirements.
• First Aid certification or willingness to obtain certification.

Physical Requirements

• Ability to sit, stand, and move throughout the school campus.
• Ability to lift and carry boxes, files, and office materials.
• Ability to operate standard office equipment, including computers, printers, copiers, and telephones.

Reporting Relationship

Reports to the Principal

Work Schedule

Full-time, 12-month position. Typical schedule: Monday through Friday during regular school business hours, with occasional evening or weekend events as required.

This position serves as the central administrative resource for student enrollment, records management, admissions support, compliance tracking, and front-office operations, ensuring exceptional service to students, families, faculty, and the school community.