Registrar

Position Description

I. Essential Duties

Specific Job Responsibilities

Student Record Maintenance and various other duties

• Maintain the Registrar sections of FACTS SIS, which includes entering student and class schedule information.
• FACTS SIS contact person and problem solver for faculty, staff and students.
• Manage upcoming year scheduling during the summer.
• Update schedules, transcripts, courses and class selections for students.
• Open FACTS for viewing after schedules are available to parents/students the Friday before school begins.
• Handle drop/add class requests.
• Distribute online student elective/class selection/surveys and confirmation choices. This also involves checking previous grades and qualifying students for AP and Honors courses.
• Generate class rosters and distribute to faculty.
• Ensure that all DR teachers record quarterly grades (and comments in Q1 and Q3) in FACTS SIS; proofread report cards and email report cards to parents quarterly; file end-of-the-year report cards in student cum files. File GS report cards also.
• Manage students’ cumulative records, copy and email records for withdrawn students to their new schools, email academic records for parents when requested, copy academic records for 8th–12th grade students cum files annually and archive report cards and transcripts to Facts SIS portfolios. Scan records of withdrawn and graduated students to FACTS SIS portfolios and to the drive as FCIS requires them stored in 2 separate areas.
• Maintain current records of all 2nd–12th grade students’ standardized test scores.
• Create and update high school transcripts for students, make sure required courses are on track and send transcripts upon request.
• Update upper school ATLAS with new teacher and course additions.
• Supervise Florida Bright Futures student enrollments, then enter all students’ academic information to the FLDOE site thus ensuring their eligibility for potential merit scholarships.
• Alert students who may be eligible to secure a higher award by increasing SAT/ACT test scores.
•  Act as Colorado Christian University contact person for our Dual Credit program. Ensure students have enrolled in the courses, that accounting bills parents, and add grades to CCU account each semester. Also assist Dual Credit teachers as needed.
• Work with teachers identifying at risk students and emailing at risk reports quarterly to parents.
• Maintain NCAA and NAIA records for student athletes as well as course updates and transcript uploads on NCAA website.
• Manage students’ community service hours for cum files and in FACTS SIS. This includes ensuring that they meet their graduation requirement of 100 hours, offering service suggestions and encouragement, and also alerting students if new service opportunities arise.
• Determine which seniors will need to complete the written PE test; schedule, proctor and grade those tests and add half credit to transcripts as well as communicate other upcoming graduation requirement items for seniors throughout the year.
• Track D/R student sports team participation, document in FACTS SIS under interests and update transcripts with Team Sports half credit after 2 seasons are completed.
• Coordinate student driver parking assignments, notify students and supervise student parking throughout the year.
• Assist students, staff members and teachers with various tasks almost daily. This could include subbing for a teacher or proctoring a test.
• Work as a member of the student services team on many other projects as needed.

Communication

• Email rising 9th grade students/parents yearly with community service requirement information and the ability to begin the summer before 9th grade.
• Email 7th grade parents after first week of school to see how they are adapting to the upper school.
• Supervise student course selections; answer GPA/grade/transcript questions etc.
• Determine Dean’s List students each semester, and email letters of congratulations.
• Supervise high school students with various academic issues including assisting and encouraging them to turn work in to improve a grade. May include proctoring of make-up exams. after school and working with teachers to get students the extra help they might need.
• Assist former students and graduates with academic record requests.
• Notify parents of student award winners prior to the Award Ceremony so they may attend.
• Notify teachers of seniors who will need to take final exams.
• Notify parents of students who will need to take FLVS course over the summer due to failing grades/missing credits.

Additional Duties

• Supervise students taking Florida Virtual School (FLVS) courses, supervising weekly student progress with FLVS courses, and receiving/filing student grades and adding them to their transcripts. Work with parents and students in taking remedial online courses each semester. This involves counseling, managing weekly progress and grades as well as encouragement.
• Assist the college counselor in various transcript and grade related tasks as well as PSAT, AP testing and National Merit Scholarship tasks.
• Coordinate Annual Students Award Ceremony. This involves distributing nomination forms to teachers, ordering awards, and managing the ceremony.
• Assist accounting with state scholarship reporting needs.
• Gather GPA and attendance info quarterly for House points.
• Gather GPA information for NHS and athletics during fourth quarter.
• Gather GPA information for athletic director for each sport for FHSSA and awards.
• Gather GPA information for valedictorian, salutatorian, and junior marshals and for graduation honors during the 4th quarter.
• Updates student counts document as students enroll or withdraw.
• Assist with in house events as needed.
• Assist admissions with new D/R student placement.
•  Assist athletics by creating seasonal team rosters in FACTS

Other Job Requirements:

The following requirements are representative of those that must be met to successfully perform the essential functions of the Registrar position and are not intended to be inclusive. Reasonable accommodation(s) may be made to enable individuals with disabilities, as defined by law, to perform any essential functions.

• Lift 20 lbs. occasionally and 10 lbs. frequently
• Sit frequently and stand and walk on varied surfaces
• Bend, stoop, crouch, push, pull, climb, balance, kneel, crawl
• Use hands/arms to reach in any direction and seize, grasp, hold, and turn objects using hand(s). Use fingers, versus the whole hand, to pick, pinch, and feel objects.
• See, talk, and hear to communicate with others in person, electronically, by phone, or by radio. Visual functions include the ability to identify and distinguish colors and bring an object into sharp focus.

II. Personal Profile

Required Skills and Experience

• Bachelor’s degree preferred, associate’s degree and 4 years’ experience required
• Exhibits a high degree of professionalism
• Utilizes excellent written and verbal communication skills
• Exhibits organizational skills
• Conveys an attitude of respect
• Demonstrates proficiency in office programs: FACTS, Word, and Excel
• Possesses excellent planning skills, dedication to task completion, and capability to meet deadlines
• Possesses knowledge of Florida Department of Education (FLDOE) state graduation requirements

Intrinsic Qualities:

• Ascribes to and agrees to live in accordance with The Geneva School’s statement of faith
• Holds oneself to a high standard of honesty and integrity
• Able to work effectively both in collaboration with other professionals and on own initiative
• Professional and approachable in appearance and attitude
• Willingness to learn new skills
• Self-motivated with a positive ‘can do’ approach to work
• Reliable/dependable
• Detail-oriented
• Able to search for solutions
• Practices good stewardship of the school’s resources
• Enjoys working around children and is able to form and monitor appropriate relationships and personal boundaries with children and young people.

III. Employment Information

The Geneva School prohibits discrimination on the basis of race, color, sex, national origin, age, marital status, physical disability, handicap, or any other consideration protected by law. Employment decisions will be made on the basis of each applicant’s job qualifications, experience, and abilities and in full accord with The Geneva School’s statement of faith and the school’s statement of mission, vision and values.

Interested applicants please apply at https://www.genevaschool.org/about-us/employment/.