Records Administrative Assistant
About The Position
Cherry Hills Christian School aspires to be an exceptional Christ-centered community, known for its unwavering commitment to educational excellence, spiritual formation, and a united, mission-driven culture. We seek to cultivate the whole child — mind, body, and spirit — through rigorous academics, vibrant arts, and competitive athletics. Position Overview The Records Administrative Assistant is a part-time, mission-driven role that is essential to maintaining the integrity, accuracy and efficiency of all student data at Cherry Hills Christian School. Serving as both the primary administrator of student records within the FACTS Student Information System and a welcoming presence at the front desk. This position blends precision, organization, and exceptional customer service.
Requirements
- Must have a strong and growing relationship with Jesus Christ, evident in both personal and professional life
- Must agree to the mission, values, and faith statement of Cherry Hills Christian School
- Excellent customer service orientation and professional communication skills
- Professional attitude and appearance
- Bachelor’s degree from an accredited college or university
- Strong attention to detail, organization, and data accuracy
- Proficiency in Microsoft Office and Google Productivity Systems
- Willingness to engage in professional development, including FACTS specific training
- Must be able to pass a criminal background check
- Must be able to uphold and support the mission statement, values, and faith statement
Nice To Haves
- Experience using FACTS Student Information System, strongly preferred
- Experience in enrollment, records, or school administration preferred
Responsibilities
- Serve as the secondary administrator of the FACTS Student Information System, ensuring all student data is accurate, current, and confidential for grades Preschool through 8th grade
- Manage new student applications, admissions documentation, enrollment contracts, and re-enrollment processes within FACTS
- Coordinate student onboarding and offboarding processes, including enrollments, withdrawals, transfers, and records requests
- Maintain accurate cumulative student files, transcripts, and academic records in compliance with school policies
- Process transcript requests, records transfers, verification forms, and other official documentation in a timely and professional manner
- Generate enrollment, attendance, and compliance reports to support school leadership in decision-making
- Ensure alignment of student status between FACTS, Finance, and Academic systems
- Uphold strict confidentiality standards and ensure data integrity across all student records
- Act as a primary point of contact for families regarding enrollment, records, and FACTS-related questions
- Collaborate with academic leadership to support class schedule creation and maintenance, ensuring accuracy of course codes, teacher assignments, and student placements with the FACTS SIS
- Assist with the preparation and verification of report cards, ensuring grading data integrity
- Conduct routine audits to identify duplicate records, missing data, or status discrepancies
- Identify opportunities to streamline workflows using automated communications, checklists, and status-based triggers with FACTS
- Conduct monthly/quarterly reviews of key SIS modules
- Stay current on FACTS product update, new features, and enhancements
- Serve as a welcoming and professional front desk presence, creating a warm, Christ-centered environment for students, families, staff, and visitors (at specified times)
- Represent Cherry Hills Christian School in a favorable and professional manner at all times
- Collaborate closely with Finance regarding tuition, contracts, and student status accuracy
- Work collaboratively with all CHCS administrative staff, serving as a resource, encouragement, and partner in advancing the school’s mission
- Support efficient daily office operations while balancing records management responsibilities and front desk service within a part-time schedule
- Audit graduation requirement tracking
- Support daily office operations and provide backup support to administrative colleagues as needed
- Respond to phone, email, and in-person inquiries accurately, promptly, and courteously
- Other duties as assigned
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What This Job Offers
Job Type
Part-time
Career Level
Entry Level
