Registrar/Administrative Assistant - Charlottesville Middle School (2026-27 School Year)

Charlottesville City Schools•Charlottesville, VA

1d•Onsite

About The Position

The Registrar/Administrative Assistant performs specialized administrative and technical tasks related to the maintenance of student records and files in our automated student information system (PowerSchool). These records include, but are not limited to, attendance records, immunization records, grades, and transfer information. The Registrar/Administrative Assistant will support administrative personnel with assigned duties.

Requirements

High School diploma or equivalent.
Job-related experience is required.
Extensive knowledge of Power School is necessary.
Ability to support the school master schedule technically is required (adding courses).
Ability to gather, collate, and/or classify data.
Ability to use basic, job-related equipment.
Flexibility is required to work with others in a wide variety of circumstances.
Flexibility is required to work with data utilizing defined but different processes.
Flexibility is required to operate equipment using standardized methods.
Ability to work with a diversity of individuals and/or groups.
Ability to work with a variety of data.
Ability to utilize job-related equipment.
Problem-solving is required to identify issues and create action plans.
Culturally responsive customer service.
Communicating with diverse students, families, and colleagues.
Maintaining confidentiality.
Meeting deadlines and schedules.
Working as part of a team.
Working with detailed information/data.
Working with frequent interruptions.

Responsibilities

Audits a variety of programs and processes (e.g., certify students for graduation) for the purpose of ensuring compliance with established policies, procedures, and/or education codes.
Compiles a variety of reports and recommendations (e.g., graduation rate report, year-end reports, honor roll list, Principal’s list, failing grade reports, progress reports, report card) for the purpose of providing accurate information.
Informs Administrators, School Counselors, and Technicians of possible student credit deficiencies or unusual placements (e.g., progress report and report cards to include grade verification rosters, failing list of students by grade level to counselors, calculates grade point averages on graduating students, incoming seniors, and incoming juniors) for the purpose of ensuring student success.
Interprets and evaluates transcripts of incoming students (e.g., independent study grades) for the purpose of transferring grades and semester credit hours into the district student information system.
Maintains a variety of files, documents, and student records (e.g., grades, transcripts, academic achievement records, etc.) for the purpose of documenting and/or providing reliable information relative to student records.
Performs enrollment and unenrollment activities on the automated student information system and prepares and maintains permanent student records and cumulative folders for all students (e.g., requests records on new students, data entry of all student records) for the purpose of ensuring compliance with financial, legal, state, or federal requirements.
Processes requests from students, other districts, colleges/universities, and/or employment agencies (e.g., transcripts, job verification, student course requests, attendance/graduation verification, etc.) for the purpose of providing required information.
Responds to inquiries of staff, other educational institutions, the public, parents, and/or students (e.g., mail out transcripts, processing student withdrawals as needed) for the purpose of providing information and/or direction.
Attends meetings/trainings as assigned (e.g., workshops, PowerSchool training, in-services) for the purpose of conveying and/or gathering information required to perform functions.
Supports assigned administrative personnel for the purpose of assisting with their administrative functions.