Registrar Technician

Sage Oak Charter Schools; Redlands (CA); Hybrid; USD 36,000 - 41,000; Full time

Job summary

Sage Oak Charter Schools is seeking a Registrar Technician to support the registrar team and school operations. The role involves maintaining student data, processing enrollments and withdrawals, and ensuring accuracy across SIS and CALPADS.

The position requires adherence to policies, confidentiality, and collaboration with multiple departments to support student outcomes. Onsite and remote work options are available.

Qualifications

• High school diploma or equivalent required.
• Two years of clerical experience.
• One year registrar experience required; two years preferred.
• Fingerprint clearance (LiveScan) to work with students.
• TB test or Certificate of Completion valid within 60 days.

Responsibilities

• Follows policies and procedures within legal guidelines.
• Maintains data in multiple databases and compiles data as needed.
• Prepares and sends cum files to other schools as required.
• Inputs enrollment and withdrawal data into the SIS. Maintains cohort accuracy.
• Responds to inquiries and maintains confidentiality of student information.
• Performs general administrative tasks like answering phones and copying.

Skills

Conflict resolution

Record-keeping

Data organization

Education

High school diploma

Clerical experience (2 yrs)

Registrar experience (1 yr)

Tools

Google Docs

Google Sheets

Office software

Job description

Registrar Technician

NECESSARY MATERIALS FOR APPLICATION:

-Letter of Introduction

-Resume (Full Work History)

-Letters of Recommendation- Two (2) current, professional letters (one must be from a current or former direct supervisor and all dated within the last 3 years) Each letter must include a date. Applications submitted with letters that are undated or dated more than three (3) years ago will be considered incomplete, will not be accepted, and will not be considered for this recruitment.

Please note: All required documents must be submitted at the time of application. Incomplete applications will not be accepted or reviewed.

Reports To: Senior Administrator, Student Information and Reporting (or designee)

FLSA Status: Non-Exempt

School Classification: Classified

Pay Schedule: Range 2 ($25.99 - $30.12)

Work Schedule: 12 months

Location: Onsite and Remote Office

Position Summary: The registrar technician will support the operations of the school by supporting the registrar team. Duties will vary depending upon the needs of the school office and the department served.

ESSENTIAL DUTIES and RESPONSIBILITIES

General Duties

1. Follows policies and procedures that ensure the school operates within legal and school guidelines
2. Develops strong partnerships within organization in order to be efficient, improve processes, and support vision of Sage Oak
3. Maintains confidentiality of student and staff information
4. Maintains data in multiple databases where appropriate
5. Prepares and compiles data from a variety of sources when requested in order to support department
6. Improves registrar efficiency by helping to plan and implement registrar systems and policies
7. Oversees registrar with cum file maintenance
8. Operates a centralized telephone switchboard system, directs calls to appropriate personnel; receives and transmit messages; provides general information and assistance to callers as needed
9. Attends a variety of assigned meetings

Student Enrollment and Withdrawal

1. Assists with the collection of applications for admissions, reviews for accuracy and completeness and follows up regarding necessary supporting documents
2. Inputs accurate student data into the student information system (SIS) within legal guidelines
3. Reviews student files in order to identify pertinent data to be shared with other departments in order to optimize student outcomes.
4. Processes withdrawals in the SIS as needed
5. Ensures the withdrawal notifications are sent to district superintendent
6. Ensures that the student information system is up to date and proactively seeks out improvements in the enrollment and assigning process
7. Checks CALPADS for previous enrollment history, special program enrollment and SSIDs.
8. Maintains teacher spreadsheet with student adds/withdrawals

Cume File Maintenance

1. Creates, reviews, organizes, and maintains cume files and supporting documentation following school guidelines and processes
2. Organizes and maintains cumulative records of previous year students, including locating new school of attendance, contact, and mailing of records
3. Requests cume files from other schools
4. Prepares and sends cume files to other schools
5. Ensures cume files are in compliance with student record keeping laws and are ready for audit

Student Information System

1. Enters enrollment and withdrawal information
2. Researches and updates any withdrawal of highschool students in order to maintain cohort accuracy
3. Ensures student and family data is correct and updated via Reg-edit process and collects supporting documentation as needed
4. Learns and utilizes the school database system to find information and run reports
5. Audits and maintains household data collection forms
6. Assists in the re-enrollment process

Administrative

1. Maintains physical and computerized records
2. Performs general tasks such as making copies, answering phones and delivering messages

CALPADS Discrepancies

1. Collaborates with Senior Administrator on resolving discrepancies, concurrent enrollments and multiple identifiers.

Other Duties

1. Responds to all school related written correspondence, phone calls, voicemails, and emails within 24 business hours
2. Refers all formal disciplinary actions involving students and staff to school management ensuring compliance with the school’s Uniform Complaint Policy and the school’s Uniform Technology Policy; addressing and resolving complaints from students, parents, and staff in a timely manner; and complying with the provisions of California Penal Code Section 11166 (Child Abuse and Neglect Reporting Act)
3. Performs other duties as assigned

QUALIFICATIONS GUIDE

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education & Experience:

1. High school diploma or equivalent is required
2. Two years of clerical experience
3. One year of registrar experience required; Two (2) years preferred

Other Qualifications:

1. State and federal fingerprint clearance (LiveScan) to work with students (Ed. Code 44237). No prospective employee can report to work without this clearance being received and the Human Resources department notifying the immediate supervisor of this clearance.
2. Proof of a clear TB Tine test or signed Certificate of Completion dated within the last 60 days (Ed. Code 49406) upon employment and thereafter updated every four years

Knowledge:

1. Computer and technology literacy:
   1. Operate office equipment including a calculator, copier, fax machine, computer and assigned software
   2. Google docs, Google spreadsheets and other online collaboration tools to send and receive information
2. Basic arithmetic calculations

Skills:

1. Conflict resolution
2. Record-keeping techniques
3. Methods of collecting and organizing data and information

Abilities:

1. Embraces Sage Oak’s core values
2. Maintains integrity at all times
3. Works independently with little direction
4. Maintains developed, clear communication and interpersonal skills that maintain a respectful, professional, and courteous manner
5. Maintains flexible and adaptable mindset
6. Demonstrates sensitivity to individual differences and cultural backgrounds
7. Maintains confidentiality of sensitive and privileged information
8. Follows established procedures and meets all established deadlines
9. Allocates time and resources effectively
10. Understand complex, multi-step written and oral instructions

Physical Demands:

1. Hear and speak to exchange information
2. Dexterity of hands and fingers
3. See to read a variety of materials
4. Bend at the waist, kneel or crouch
5. Sit or stand for extended periods of time
6. Lifting objects up to 50 pounds with or without assistance

Work Environment:

1. Office environment
2. Noise level is generally moderate
3. Meetings conducted in public and private settings
4. Indoor and outdoor in varying temperature
5. Employee must have available transportation and be able to drive up to 100 miles in a day

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions and perform any other related duties as assigned by their supervisor.

EQUAL OPPORTUNITY:

Employer is an equal opportunity employer. Recruitment, hiring, and promotion of individuals in all job classifications will be conducted without regard to actual or perceived race (including traits historically associated with race, such as hair texture and hairstyle, including but not limited to braids, locks, and twists), color, creed, actual or perceived gender (including gender identity and gender expression), religion (all aspects of religious beliefs, observance or practice, including religious dress or grooming practices), marital status, registered domestic partner status, status as a victim of domestic violence, assault or stalking, age (40 and over), ethnicity, national origin or ancestry (including language use restrictions), citizenship, physical, intellectual or mental disability (including HIV and AIDS), reproductive health decision‑making, medical condition (including cancer or a record or history of cancer, and genetic characteristics), family or medical leave status, sex (including pregnancy, childbirth, breastfeeding or a related medical condition), genetic information, sexual orientation, political affiliation, military and veteran status, use of cannabis off the job and away from the workplace, or any other consideration made unlawful by federal, state, or local laws. It also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is associated with a person who has or is perceived as having any of those characteristics. Employer’s hiring and employment practices may exclude a candidate from consideration where bona fide occupational qualifications exist.