Registrar Specialist (AM)

Escuela Popular • San Jose, CA

5d • Onsite

About The Position

Under the general direction of the Student Data Manager, the Registrar Specialist is responsible for coordinating student enrollment, transfers, withdrawals, and the maintenance of accurate student records. This position supports the school's student information systems, ensures compliance with applicable school and state requirements, and provides exceptional customer service to students, families, and staff. The Registrar Specialist serves as a key point of contact throughout the registration process, ensuring records are accurate, confidential, and maintained in accordance with established policies and procedures. Success in this role requires exceptional organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a fast-paced school environment.

Requirements

• High school diploma or equivalent.
• Minimum of three (3) years of experience as a school registrar or in student records administration.
• Bilingual in English and Spanish.

Nice To Haves

• Associate's or Bachelor's degree in Business Administration, Public Administration, Liberal Arts, or a related field.
• Two (2) or more years of experience using CALPADS and/or student information systems such as PowerSchool.

Responsibilities

• Coordinate and process student enrollment, transfers, and withdrawals.
• Verify completion of all required registration documents and supporting documentation.
• Guide students and families through the enrollment process, including school policies, attendance expectations, parking agreements, schedules, and available childcare options.
• Administer placement assessments and coordinate appropriate student placement.
• Maintain enrollment waitlists for all student programs.
• Request, receive, and verify cumulative records, transcripts, immunization records, and other required documentation from previous schools.
• Maintain accurate physical and electronic student records in accordance with school, district, and state requirements.
• Enter, update, and maintain student information within PowerSchool and other student information systems.
• Monitor immunization compliance and communicate with families regarding missing or expired documentation.
• Prepare and verify student records for audits, compliance reviews, and state reporting.
• Maintain and update student schedules, including placement in English Language Development (ELD) courses when appropriate.
• Review attendance reports, identify discrepancies, and make corrections as needed.
• Enter transcript information and grades into PowerSchool while assisting with GPA verification.
• Generate reports related to enrollment, attendance, and student performance.
• Monitor vision screening records and maintain accurate documentation in PowerSchool.
• Utilize CALPADS and maintain CUM files for high school and distance learning students.
• Respond to student, parent, and staff inquiries in a professional and timely manner.
• Provide administrative support to the Student Data Manager.
• Coordinate substitute teacher requests.
• Provide front office coverage as needed.
• Communicate effectively with schools, agencies, families, and staff regarding enrollment and student records.
• Record work hours and leave requests accurately in Paylocity.
• Participate in required meetings, professional development, and school events with supervisor approval.
• Support school initiatives that promote a safe, positive, and healthy learning environment.
• Review and respond to work email daily during scheduled work hours.
• Perform other duties as assigned.

Benefits

• Free On-Site Childcare
• Medical, dental, vision, and life insurance for employees working 6+ hours per day.
• Generous paid sick leave.
• Sign-On Bonus Available
• Participation in CalSTRS
• Recognition of Prior Years of Service with Districts
• Classroom Support: Collaborate with a dedicated paraprofessional to maximize your impact.
• Continuous Learning: Engage in ongoing, relevant professional development to refine your pedagogy.

What This Job Offers

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