Registrar

Job Classification:  Staff, Full-Time, 12 Month, Exempt

Reports to:    Dean of Academic Affairs and Strategy 

Department:   Academics

Summary

The registrar will have the ability to exercise sound judgment in various situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The position demands the ability to manage multiple facets of an active environment. A high level of discretion and confidentiality is a must.

Responsibilities and Duties

• Prepare and maintain all current and historical student academic and personal records in the computer database and paper files, including grades, comments, transcripts, test scores, activities, and awards. 
• Maintenance and approval of changes to a student's permanent record in Veracross, including approving “Household Profile Updates.”
• Prepare, update, send transcripts as requested.
  • Maintain up-to-date transcripts for returning students.
  • Create transcripts for all new students, including compiling complete official transcripts from previous schools
  • Upload current senior transcripts to MAIA as requested by the College Counseling Office, including updated transcripts through the course of the school year
  • Send transcripts as requested by alumni
  • Keep accurate records of transcripts sent according to FERPA guidelines
  • Compute GPA, prepare honor rolls, and determine class rank, as needed
• Primary point person for all scheduling and course selection inquiries.
  • Inform, support, and communicate with the students, parents, and faculty on matters of scheduling, course selections, and data management
  • Process course registration changes
  • Assist current students with the online registration process
  • Assist with the enrollment process for new students
  • Manage the add/drop process during the school year to ensure timely finalization of class rosters
• Collaborate with the Academic Dean to design the Master Schedule. Maintain academic scheduling and classroom rosters. Troubleshoot all scheduling conflicts.
• Coordinate grading process, including verifying and correcting grades, and publishing and distributing progress reports and report cards.
• Oversee academic summer study, including correspondence with the student and family and  recording results in permanent student record 
• Oversee the distribution of duplicate student grade reports to educational consultants/agencies,  including obtaining required permission forms from parents 
• Complete and submit reports required by the Pennsylvania Department of Education.
• Develop and manage an annual budget for all activities associated with the Registrar’s office
• Create reports for election meetings.
• Coordinate the ordering and distribution of all graduate materials, including diploma and diploma covers. Verify with seniors regarding correct names to be used on diplomas.
• Obtain grade reports for students enrolled in School Year Abroad, request translations as needed,  and distribute the reports to administrators on campus.
• Verify attendance and graduation information for alumni as requested, for employment purposes,  etc. 

Knowledge, Skills and Abilities

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. 
• Expert-level written and verbal communication skills
• Exceptional computer skills and experience in working with data entry as well as working with detailed data. 
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Resourceful collaborator with the ability to work independently
• Forward-looking thinker who actively seeks opportunities and proposes solutions
• Discretion, discernment, and respect for confidentiality

Minimum Qualifications

• High school graduate; associate’s degree in business preferred or a minimum of five (5) years working in the educational field and a minimum of seven (7) year’s administrative office experience
• Strong proficiency in Mac platform and Google’s G-Suite
• A valid driver’s license

Physical Demands

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Environment: Work is performed in an indoor/office environment where the noise level ranges from quiet to moderate. 
• Physical: Primary functions require sufficient physical ability and mobility to climb, balance, stoop, kneel, crouch, crawl, reach, stand, walk, push, pull, lift, using repetitive motions; may frequently lift up 20 lbs. or up to 10 pounds constantly and occasionally up to 50 lbs.; to travel in all modes of transportation; sufficient manual dexterity and eye-hand coordination to grasp, finger, and feel.  
• Vision: See in the normal visual range with or without correction. 
• Hearing: Hear in the normal audio range with or without correction. Must be able to talk and hear by telephone and in person. 

This description is intended to provide a general scope of the position. This job description may include other duties as assigned by the manager.