Registrar, Middle School (SY 25-26)

Loudoun County Public Schools; Ashburn (VA); On-site; Full time

Job summary

A leading educational institution in Ashburn is seeking a Registrar to support new families and ensure compliance with registration regulations. The role involves maintaining student records, handling administrative tasks, and providing exceptional customer support. The ideal candidate will demonstrate strong organizational skills and effective communication, ensuring a welcoming environment for families. Join a dedicated team committed to student success and community engagement.

Qualifications

• Ability to maintain confidentiality and sensitivity to diverse family situations.
• Proficiency in school-based software and data systems preferred.

Responsibilities

• Manage student registration and maintain accurate records.
• Respond to inquiries from parents and staff.
• Coordinate with various departments on registration scenarios.

Skills

Communication

Organizational Skills

Interpersonal Skills

Customer Support

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 student registration complies with state and local school board regulations. Registrars are administrative professionals responsible for maintaining student records, including attendance, immunization, grades, and transfer information. They handle various administrative duties such as reporting, transcript requests, schedule maintenance, document preparation, and communication with higher-level administrators.

Roles and Responsibilities

1. Respond to requests for information from the public, parents, staff, and other interested parties.
2. Answer questions within their authority; direct callers/visitors to appropriate staff.
3. Collect information to register new or transferring students, ensure documentation is complete, and maintain waitlists.
4. Manage school entry procedures, verify and document personnel entering and leaving the premises.
5. Verify student attendance, contact parents/guardians for follow-up, and document absences, tardiness, and early pickups. Collaborate with attendance officers on truancy concerns.
6. Enroll students into the student information system manually or process online pre-registrations.
7. Refer students for evaluation at the Welcome Center or special education services as needed.
8. Assemble and maintain student scholastic records per LCPS guidelines, including preparing files for transfers.
9. Maintain logs, spreadsheets, forms, and correspondence to ensure accuracy and completeness.
10. File documents securely and confidentially.
11. Make copies and send documents via electronic means, fax, or mail.
12. Work with the Senior Registrar on legal documentation and data accuracy affecting ParentVUE and StudentVUE systems.
13. Coordinate with the Senior Registrar, special permission office, transportation, and the McKinney Vento liaison on registration scenarios.
14. Assist families with ParentVUE system activation.
15. Stay current on pupil accounting regulations at state and local levels.
16. Coordinate translation and interpretation services as needed.

Qualifications

• High School diploma or GED required.
• Effective oral and written communication skills.
• Strong organizational, interpersonal, and decision-making skills.
• Proficiency in MS Word, Excel, and Outlook.
• Ability to make families feel welcome and ensure accurate data entry.
• Exceptional customer support skills.
• Ability to maintain confidentiality, discretion, and sensitivity to diverse family situations.
• Ability to work efficiently in a fast-paced environment and multitask.
• Knowledge of school-based software and data systems preferred.
• Knowledge of student information systems and reporting requirements preferred.

Physical Requirements

Regularly talking, expressing ideas, and exchanging information verbally. Ability to learn, recall, and apply policies. Frequently sitting or remaining stationary. Occasionally exerting up to 25 pounds of force to lift or move objects.

Reports To: Principal

FLSA Status: Non-Exempt

Months/Days/Hours: 11 Months/221 Days/8 Hours

Salary Level: Level 6

Salary Range: $24.40-$31.32