School Registrar

Great Hearts Academies; San Antonio (TX); On-site; USD 48,000 - 64,000; Full time

Benefits offered by this job

Health insurance

Texas Teacher Retirement System

Opportunities for professional growth

Job summary

Great Hearts Academies seeks a School Registrar at Live Oak Lower School in San Antonio, TX. The registrar will manage the student data lifecycle, oversee records, grades, transcripts, and graduation processes, and ensure compliance with FERPA and state guidelines.

Responsibilities include enrollment cycles, communication with families, and coordination with teachers and administrators to maintain accurate student information in PowerSchool.

Qualifications

• Bachelor's degree preferred.
• Experience in school administration or working with student systems is preferred.
• US work authorization is required.

Responsibilities

• Manage the annual enrollment and waitlist cycles, including late enrollment and withdrawal processes.
• Maintain and secure student records, transcripts, and grade data in PowerSchool.
• Ensure compliance with FERPA and applicable laws and regulations.
• Coordinate with campus leadership and staff on enrollment status and reporting.
• Organize distribution of textbooks, materials, and lockers and communicate with parents.
• Oversee grading entries, transcripts, and graduation-related processes.
• Maintain accurate records for audits and state requirements.
• Respond to records requests from other schools and ensure timely PEIMS deadlines.

Skills

Administrative experience

PowerSchool

Student data management

Attention to detail

Education

Bachelor's degree

Tools

PowerSchool

Job description

Title: School RegistrarLocation: Great Hearts Live Oak Lower School; 7653 N Loop 1604 E, Live Oak, TX 78233FLSA Status: Exempt, SalariedCompensation Type: SalariedAbout Great Hearts AcademiesGreat Hearts Academies is the largest network of classical K-12 schools in the country with academies across Arizona, Louisiana, and Texas. With a mission to cultivate the minds and hearts of students through the pursuit of Truth, Goodness and Beauty, we believe the highest goal of education is to become good, intellectually, and morally.What does Great Hearts have to offer?We offer a range of distinctive benefits designed to support the well-being and growth of our faculty and staff:Comprehensive Health Coverage: Exceptional medical, dental, and vision insurance with minimal employee contribution.Retirement Planning: Access to the Texas Teacher Retirement System.Supportive & Mission-Driven Culture: Join a workplace centered around true collegiality, collaboration, and opportunities for personal and professional growth.Position SummaryThe mission for the Registrar is to manage and maintain the integrity and accuracy of the student information pipeline to and through the student data lifecycle (application to graduation). The Registrar organizes all the campus operation tasks with key stakeholders and executes campus operation processes that bind to our student information system (PowerSchool). Under limited supervision, administers the overall operations of the records office, including areas such as management of student records, official and unofficial transcripts, grade petitions, graduation process, monitoring academic guidelines, degree audit reporting system, and related matters. Ensures compliance with Family Rights and Privacy Act and all other applicable laws and regulations.Duties & ResponsibilitiesManage the annual enrollment and waitlist cycles, including late enrollment and withdrawal processes, and transfer of records documents/processes.Keep the academy leadership and appropriate GH employees apprised of the current enrollment status through statistics and tracking closely enrollment numbers.Reconciling monthly financial receipts and invoices.Organize and oversee the annual distribution (and collection) of textbooks, materials, and lockers to students and faculty, including informative communications with parents regarding book deposits, ordering, etc.Ensure that all student grades are recorded in PowerSchool for submission to the ADE and coordinate communication of grades to the families.Partner with instructional team to distribute instructions on how to access PowerSchool’s parent portalReport cards distributed by academic calendar quarter deadline.97.00% ADA (Avg. Daily Attendance) for CampusOwns the attendance process for the campus’ studentsWorks with students, staff, and parents to ensure students attend school every dayCommunicates attendance reporting to staff, including Chronic Absenteeism, Progress Towards Goal by Day, Absence calculator100% of Student Records received by the First Week of School (FWOS)Maintain all academy records as required by audits/state and federal guidelines, and as requested by the Director of Campus Operations and/or Great Hearts Lead Office StaffReceive and process records requests from schools to which students transferAll PEIMS deadlines are met based on the SIS operating calendarMaintain all student files and records, including 45-day screens, health screenings, immunization records, incident reports, etc.Grade Verification, Re-registration, End of Year tasks, PET/PID, School and Section Enrollment Audits, Transcripts are completed timely and accuratelyManage the mailing and collection of student entry documents, including emergency cards, locker assignments, library, and handbook signature pages, etc.Qualifications, Competencies, and Strengths:Education: Bachelor's degree preferred.Experience: Previous administrative experience required, experience in school administrative or working with student systems is preferred.Additional RequirementsType of clearance: Must complete Texas Department of Public Safety fingerprint clearance and background check.Physical functions: Requires but is not limited to standing, sitting, repetitious hand and body movements, bending, squatting, and reaching. May be required to move or position equipment up to 50 pounds approximately.US Work Authorization is required.Employment is contingent upon successful completion of a criminal history background check and fingerprint clearance in accordance with state requirements.Travel required: May need to travel locally for training and professional development opportunities.This description reflects management’s assignment of essential functions. It does not exclude or restrict the tasks that may be assigned.Great Hearts Academies is an Equal Opportunity Employer.