Middle School Office Assistant/Registrar (Please apply directly to STEM School Highlands Ranch - DO NOT apply online with DCSD)

Douglas County School District • Shellman, GA

1d • Onsite

About The Position

STEM School Highlands Ranch is seeking a highly organized, detail-oriented, and service-driven Middle School Office Assistant / Registrar for the 2026–2027 school year. This role is crucial for managing student records, supporting enrollment, and acting as the primary point of contact for students, families, and visitors. The ideal candidate will excel in a fast-paced environment, maintain accuracy and confidentiality, and be dedicated to supporting school operations and student well-being. STEM School Highlands Ranch is a K-12 free Charter School within the Douglas County School District, committed to innovation, respect, success, and continuous improvement, aiming to prepare students for a changing world.

Requirements

• High School or Equivalent (Required)
• Strong organizational skills and attention to detail
• Excellent communication and customer service skills
• Ability to manage multiple priorities in a fast-paced environment
• High level of professionalism, discretion, and confidentiality
• Experience with student information systems (e.g., Infinite Campus) preferred
• Prior experience in a school or office setting preferred
• CPR/First Aid certification (or willingness to obtain) preferred

Nice To Haves

• Experience with student information systems (e.g., Infinite Campus)
• Prior experience in a school or office setting
• CPR/First Aid certification (or willingness to obtain)

Responsibilities

• Serve as the front desk point of contact, managing phones, visitors, and daily inquiries.
• Create a welcoming and professional environment for students, families, and staff.
• Process student enrollments and withdrawals.
• Maintain official academic records, including contact information, transcripts, and grade reports.
• Manage cumulative student files with accuracy and confidentiality.
• Fulfill transcript requests and respond to external records requests.
• Oversee attendance tracking and support truancy management.
• Prepare and maintain enrollment reports.
• Maintain ownership and accuracy of IC (Infinite Campus) and enrollment systems data.
• Respond to student health needs, including emergencies in classrooms.
• Administer daily medications and maintain accurate documentation.
• Coordinate medication refills.
• Maintain appropriate documentation for all health room visits and procedures.
• Maintain and organize the health room (stocking, cleaning, organizing).
• Provide first aid care for students and staff.
• Assist the RN in managing students’ chronic health conditions.
• Maintain student health records (doctor’s notes, immunization records, etc.).
• Communicate with parents via phone, email, and in person.
• Follow student health care plans.
• Assist RN with immunization compliance and data entry.
• Support vision and hearing screenings and related data entry.
• Review and support monthly health assistant processes.
• Assist with field trip preparation and coordination.
• Support the Principal, Assistant Principal, Dean, and Executive Director as needed.
• Conduct enrollment inquiry follow-up.
• Communicate with prospective families via phone and email.
• Coordinate tours, student shadows, and a positive enrolling family experience.
• Align logistics, stakeholders, and timelines to ensure smooth execution.
• Oversee volunteer coordination, execution, and tracking.
• Open doors and screen visitors through Raptor and related software.
• Inventory student cumulative files for current, graduated & withdrawn students, and other data as needed.
• Produce honor rolls, post grades, open the grading window, and perform grade validations.
• Verify availability of grades/transcripts in the parent portal.
• Purge, prepare, and scan student records into the Districts Universal Content Management system to comply with Colorado State Archive requirements.
• Fulfill transcript/records requests and Confirmation of Enrollment and Attendance in a timely and efficient manner in order to meet statutory compliance.
• Prepare, monitor, and process Express Check-In, ensuring validation of student enrollment, demographic, household, emergency contact information and the collection of student fees associated with the students’ schedules.
• Coordinate the building check-in day for student pictures, student ID's, etc.
• Direct and train student office workers, interns, peer counselors, volunteers, etc. to perform routine office functions; ensure confidentiality, professional behavior, and maintain discipline.
• Assist and train teachers, staff and administration in Ad Hoc report creation in the Student Information System.
• Create Help Desk requests for additional rights, discrepancies, concerns, changes, and errors within or to the Student Information System.
• Perform other related duties as assigned or requested.
• Complete successful student registration and/or transfer, by obtaining and verifying authenticity of required registration documentation; enter student data accurately into the District’s Student Information System (SIS) according to protocol; maintain the accuracy of student data through the District's Exception Reports; provide data for compliance reports.
• Cooperate with district departments on guardianship, home study, homeless students, Special Education, and foreign and exchange students, to ensure full access to services for all students.
• Schedule new and transferring students into classes and/or change student schedules based on sound judgment identifying needs of the student and as requested from Administrators, Counselors, special education staff, or other appropriate school personnel.
• Pull courses from the course master into Infinite Campus to prepare for student course registration requests, build sections, assign teachers to courses, analyze conflicts, roster students into sections (and roster changes) to ensure each student has been successfully scheduled into classes for the new school year and for the Summer School/Enrichment session(s).
• Collaborate with District Departments and Charter schools for Open Enrollment, Administrative Transfer, and Open Enrollment Two; manage all dual enrollments for students participating in unique district programs.

Benefits

• Employer-paid health, dental, and vision insurance (available on the 1st of the following month).
• Short-term, long-term disability, life, and ADD insurance (available six months from hire date).
• Retirement benefits including PERA pension and 401K employee-only contribution managed through Colorado’s PERA program.
• FSA (medical and dependent care)
• Pet Insurance
• Sick Time
• PTO based on years of service
• Health, vision, dental, health savings account (HSA), flexible spending accounts (FSA), District paid and voluntary additional (supplemental) life and accidental death and dismemberment insurance, short and long-term disability, critical illness and accident voluntary insurance, employee assistance program (EAP), voluntary 401(k), 403(b) and 457 retirement plan options.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED