Assistant Registrar

Fountain-Fort Carson School District 8•Fountain, CO

2d•Onsite

About The Position

The Career and Technical Education (CTE) Secretary/Registrar provides comprehensive administrative, clerical, and data management support to the high school's CTE programs. The position is responsible for organizing and maintaining student data, supporting compliance with Colorado Department of Education (CDE) reporting requirements, collecting and monitoring the CTE "Big Three" accountability indicators, preparing grant-related reports, and assisting staff in maintaining accurate records required for state and federal funding. The CTE Secretary serves as a key liaison among students, staff, district departments, post-secondary partners, industry partners, and state reporting agencies to ensure the accuracy and integrity of CTE program data and documentation (70%). This position will also assist the school registrar with student enrollment, transcripts, and registration processes (30%).

Requirements

High school diploma or equivalent, plus specialized courses in secretarial and basic computer software skills.
More than one year and up to and including three years of experience in general office setting.
Demonstrate computer skills.
Ability to meet the public.
Demonstrate the ability to interact with students.
Pass Excel and Word testing. (Required)
Typing accurate at 40 wpm. (Required)

Nice To Haves

Bilingual oral and written communication skills preferred.

Responsibilities

Answer phones, assist callers with questions and give information or route call to appropriate person or department.
Collect, organize, verify, and maintain student and program data related to Colorado CTE accountability requirements. This includes VE135 and CTA Grant Reporting.
Monitor and support reporting of the CTE "Big Three" indicators: Academic Attainment, Graduation Rate/Program Completion, Postsecondary Placement
Provide clerical assistance to building staff, programs, parents and/or students. This may include typing, data entry, correspondence, copying and distributing materials.
Input and maintain up-to-date records and filing systems. This may include entry of data into automated system or district specific software program.
Maintain databases, spreadsheets, and electronic record systems used for CTE data collection and reporting.
Generate reports for building administrators, district leadership, program coordinators, and grant managers.
Assist with state and federal reporting requirements, ensuring deadlines are met and data submitted is accurate.
Assist the Assistant Principal, counselor and/or administrator in completion of special projects. This may include data entry, preparing basic spreadsheets, and use of automated system or district specific software programs. Monitor budget allocations and reconciliations in collaboration with the business secretary. Assist the school registrar as needed.
Maintain computerized information lists on students and employees as necessary. Maintain records required for Colorado Department of Education monitoring and audits. Ensure documentation is organized and available for state reviews, accreditation visits, and grant monitoring activities. Support data collection related to industry credentials, work-based learning experiences, concurrent enrollment, and postsecondary outcomes.
Assist students, parents, and community members with CTE-related questions and requests. Coordinate collection of student forms, applications, and required documentation. Support program events, career fairs, advisory committee meetings, industry partner meetings, and student recognition activities. Maintain confidentiality of student and personnel information in accordance with district policy and applicable laws.
Provide coverage for other school positions.
Perform other duties as assigned.