Registrar

Overview

The Registrar is responsible for all student academic record keeping and demographic information for the Goodwill Excel Center. This includes compiling, maintaining, and tracking student academic information and records for internal and external analysis and/or use. This position acts as the central records facilitator for permanent academic information on current and prior students. The position is on the Data Quality Team at the GEC will support the School Operations Team and site-based Leadership Teams in meeting the educational objectives and adhering to the District of Columbia education standards, for high school transcript analysis, immunization analysis, and proof of District residency analysis.

Responsibilities

Essential Duties and Responsibilities:

1. Manages and maintains all new, current, and archived student information during every enrollment cycle by entering and reviewing student records in PowerSchool and other student information systems that OSSE and PCSB use.

2. With the support of the Enrollment Specialist, manages the OSSE Enrollment Audit and is one of the points of contact for all OSSE audit training, compliance, and requirements for all enrollment records and requirements.

3. Conducts internal enrollment audits with the Data Quality Team in preparation for the Enrollment Audit processes. Makes recommendations to GEC leadership on necessary updates to process.

4. Manages the duplicative enrollment process in conjunction with the Sr. Manager of Data & Accountability.

5. Ensures student enrollment documents, which includes DC residency documentation, transcripts, and personal documents (immunization record, SSN, birth certificate, socioeconomic status) are complete. Participates as a member of the GEC Enrollment Team.

6. Reviews and transcribes all incoming transcripts for prospective and current students with accuracy and enters information into PowerSchool. Responsible for outreaching to previous schools to support with transcript retrieval and credit follow-up for consistent credit mapping. Communicates all newly received transcripts to the GEC community.

7. Works collaboratively with other schools and LEAs to secure supplemental information such as transcripts or school reports to complete and maintain student files. Ensures compliance with administrative policies and procedures.

8. Provides direction and oversight of the development, implementation, and quality assurance of key processes such as transcript evaluations, record keeping, new and continuing student registration, grade processing and progression and initiatives that support new student orientation and student transcript retrieval processes.

9. Responsible for monitoring and maintaining the integrity of active and archived student information in the Power School database and student cumulative files.

10. Manages the GEC senior audit process and facilitates the senior transcript audit timelines with PCSB and OSSE.

11. Works collaboratively with the Data Quality Team members, which is compromised of: Sr. Manager of Data & Accountability, Enrollment Specialist, Registrar, and Student Records & Attendance Coordinator.

Additional Duties and Responsibilities

1. Enters information into the Power School database students’ information coming from the DOE (student demographics, academic history, transcripts, and testing information).

2. Monitors, tracks, and responds to the Student Transcript and Records Request form to send complete transcript requests for current, former, and alumni students and complete verification letters as requested.

3. Responsible for performing student withdrawal duties upon approved withdrawal lists and ensuring proper student coding and documentation.

4. Responsible for sending out grade verification forms at the end of each term and managing the incomplete grades and grade change process with the Data Quality Team and site-based Leadership Teams.

5. Completes graduation plans for students U22 as well as review graduation plans for all students in alignment with senior audits.

6. Reconciles all reporting and data error conflicts in required systems in collaboration with the Sr. Manager of Data & Accountability.

7. Maintains and tracks potential “Senior” records. This includes promotion of students, updating the “Senior” tracker, reporting out to the site-based Leadership Teams, and managing the Senior (Graduation) Audit (both internally and externally).

8. Tracks and manages ACGR data and actions in collaboration with the Sr. Manger of Data & Accountability.

9. Other duties as assigned.

Supervisory Responsibility:

This position does not have any supervisory responsibilities.

Qualifications

Required Qualifications:

1. High school diploma with a minimum of 3-5 years direct experience related to student management systems.

2. Strong familiarity with District’s education landscape, and strong relationships with current DC high schools.

3. Customer service approach to students and student records.

Preferred Qualifications

1. Bachelor’s degree with at least 6 years direct experience related to student management systems.

2. Experience with DC Residency documentation and leading required OSSE enrollment practices, policies, and procedures.

3. Previous work with adult or at risk populations.