State Registrar

KIPP • San Antonio, TX

28d • Hybrid

About The Position

The State Registrar is responsible for supporting all KIPP Texas high schools in ensuring transcript accuracy and in maintaining and sending accurate transcripts. As a member of the Academics team, the State Registrar maintains accurate student records by identifying data errors, and develops systems to ensure 100% accountability of all Public Education Information Management System (PEIMS) required data and student records. The State Registrar leans in intensively to support campus-based Deans in refining their processes and ensuring the accuracy of transcripts.
GOALS:
This role is directly accountable for achieving KIPP Texas 2030 secondary goals:
100% Accountability: Maintain absolute accuracy of all PEIMS required data elements and high school student records across the network.
100% Senior Graduation Clearance: Achieve absolute accuracy and completion in the senior clearance process, ensuring that 100% of graduating seniors are verified, approved, and officially signed off in full alignment with all state and network graduation mandates before graduation deadlines.
Campus Process Alignment: Standardize and refine transcript processes across campuses

Requirements

• Four-year college degree from an accredited institution.
• Fluency with Microsoft Word and Microsoft Excel.

Nice To Haves

• Three (3) years of experience as a middle or high school registrar, or a district-level position associated with data entry and collection within a student information system.
• Three (3) years of technical experience with the Public Education Information Management System (PEIMS) regulations and the Skyward software system.
• Knowledge of and ability to use intermediate to advanced functions in Microsoft Word and Microsoft Excel (e.g., data sorting, basic formulas, VLOOKUPs).
• Strong sense of urgency and precise accuracy in carrying out high-stakes job responsibilities.
• Excellent project management skills; ability to prioritize, multi-task, and organize work streams for results.
• Exceptional analytical skills; ability to identify and correct technical data anomalies, data errors, or incorrect coding schemas under minimal supervision.

Responsibilities

• Organize and manage the comprehensive transcript audit process across all KIPP Texas schools.
• Serve as the network's final decision-maker for the senior graduation clearance process, executing ultimate sign-off authority on all official student transcripts and certifying that all state and institutional graduation requirements have been fully satisfied.
• Manage and log official changes made to student transcripts outside of the standard campus grade change window.
• Oversee state-wide validation and recording processes for credit recovery tracks across all high schools in KIPP Texas.
• Support schools across the network with interpreting and managing transfer credits and international transcripts.
• Maintain student transcripts and ensure that all incoming transfer grades and GPAs are calculated correctly and reflected appropriately in the district student information system.
• Develop, support, and coach school-based deans in refining local data management practices and transcript workflows.
• Identify data anomalies that may highlight data errors or incorrect coding across KIPP Texas, taking swift action to correct them.
• Coordinate centralized grading processes, particularly supervising the submission, tracking, and completion of official grade change forms.
• Process and securely transmit outgoing requests for student information, including verification of enrollment (VOE) and transcripts for colleges, universities, and third-party networks.
• Stay completely current with changes in Texas Education Agency (TEA) governing documents pertaining to the Public Education Information Management System (PEIMS), high school graduation requirements, and high school testing requirements.
• Assist campus administrators, principals, deans, and special program coordinators across KIPP Texas to identify and correct missing or incorrect information in physical and electronic student data files that emerge during transcript audits.
• Partner strategically with the Student Information Systems (SIS) team to audit, clean up, and maintain student graduation plans, ensuring absolute alignment between student course histories, master schedules, and state-mandated graduation pathways.
• As needed, assist campuses directly by entering local student information into the district student information system.
• As needed, support the Career and Technical Education (CTE) team with the accurate data entry and tracking of Industry-Based Certifications (IBCs) within the student information system to ensure full compliance with Texas Education Agency (TEA) accountability standards.

Benefits

• Comprehensive medical, dental, and vision plans with coverage options for employees and their families.
• Competitive vacation and flexible paid time off (PTO) policies.
• Paid family leave.
• Flexible spending account or high-yield HSA.
• Employee assistance programs.
• Legal plans.
• LifeLock identity protection.
• Life insurance.
• Disability insurance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level