High School Registrar

Diocese of Phoenix Catholic Schools•Phoenix, AZ

6h•Onsite

About The Position

The registrar/administrative assistant is responsible for comprehensive oversight, management, and maintenance of the school's student records and files, both electronically and physically. This role involves registering and withdrawing students, accessing and reporting student enrollment and performance data, and communicating with parents, staff, students, and outside schools and agencies regarding student enrollment. Additionally, the registrar/administrative assistant manages incoming phone calls, schedules meetings, prepares and sends communications, prepares materials for administrative meetings, and performs other secretarial and clerical tasks to support the school's administrative team.

Requirements

Completion of the 12th grade or equivalent.
Five years responsible secretarial/clerical experience, preferably in a school setting.
Excellent customer service and interpersonal skills.
Excellent computer skills, including keyboarding, data entry, and information management systems.
Knowledge of high school graduation requirements.
Knowledge of operation of a computer and assigned software.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of basic statistical and record-keeping techniques.
Knowledge of data entry and report generation.
Knowledge of correct English usage, grammar, spelling, punctuation, and vocabulary.
Knowledge of Diocesan and school policies and procedures.
Knowledge of Catholic Church teachings.
Ability to interpret, apply, and explain provisions of Federal, State, and Diocesan regulations related to admissions and records.
Ability to plan, prioritize, and organize work to meet established deadlines.
Ability to work independently with little direction.
Ability to type at 50 words net per minute from clear copy.
Ability to analyze situations accurately and adopt an effective course of action.
Ability to maintain records and prepare reports.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain cooperative and effective working relationships with school personnel, students, parents, and the community.
Ability to maintain regular attendance.

Nice To Haves

Spanish speaker preferred.

Responsibilities

Obtain and maintain a variety of permanent student records such as grades, transcripts, immunization records, cumulative folders and all general student data.
Update and manage records in the school’s student information system (SIS).
Enroll new students, international students, and dual credit students.
Communicate with other schools or outside agencies regarding student records.
Provide support to the high school summer school program.
Fulfill requests for transfer student records.
Prepare a variety of complex reports.
Maintain current class lists and grade lists for enrollment verification.
Process all external records requests.
Prepare, record, and report student grades.
Assist in distribution, collection and coordination of testing materials as needed.
Process senior transcripts for college entrance and scholarships.
Manage all substitute teacher operations, including substitute teacher roster, contacting subs for daily assignments, transmitting daily lesson plans from teachers, sub attendance records, and long-term sub assignments.
Provide secretarial support to the Assistant Principal for Academics, including managing incoming calls, calendar, and appointments.
Maintain office supply areas.
Monitor office equipment and arrange for services as needed.
Support schoolwide testing programs.
Assist with academic events, such as student recognition events and graduation.
Maintain a high level of ethical behavior and confidentiality.
Participate in any in-service training as required by BCHS or DPHX.
Perform any job-related tasks necessary as assigned by the Assistant Principal for the smooth flow of operations within the school.
Contribute to team effort for a professional office environment and maintain good working relationships with all school staff.
Have knowledge of technology and use appropriate software as needed.
Perform duties as assigned for the school’s emergency procedures.
Cover the Attendance Clerk and Receptionist duties when needed.
Perform other related duties as assigned.