School Registrar

When you join the team at VPA @ Lucerne, you join a team of dedicated professionals working all over the state in a virtual environment to ensure the success of our families and students. We are dedicated to our mission statement of helping students to become independent learners who are responsible, competent, collaborative, compassionate, and critical thinkers, with a strong sense of self and community. Our schools provide students with an excellent education, grounded in high academic standards, which will help them achieve their full academic and social potential.

This position reports to an office located in Upland, CA daily.

Summary:

Responsible for the accuracy, security, maintenance, confidentiality, and integrity of physical and electronic student records. The Registrar will frequently interact with staff, students, and external parties regarding student records content. In addition, the Registrar is responsible for observing and monitoring school and proper adhere to all reporting guidelines.  

 Essential Duties and Responsibilities:

• Create and maintain student files in accordance with California laws and regulations
• Track receipt of student records and follow up with prior schools to obtain any missing documents
• Receive incoming student records and add to student files
• Receive requests for records for withdrawn students and prepare and send student files
• Upon receipt of records enter any needed student information into the Student Information System (SIS)
• Act as point of contact for all requests for student information from schools and county agencies, and collaborate with administrative team to prepare any information needed to respond to such requests
• Ensure completion of withdraw forms and process of student withdraws daily in the school Student Information System (SIS)
• Assist with all state reporting, including but not limited to CBEDS, P1, P2, and interim reports.
• Ensure students and staff are in the state testing system
• Track new enrollment approvals and inform school stakeholders of student start dates
• Establish and maintain a positive rapport with, students, parents, staff, school administration, and other stakeholders
• Maintain confidentiality concerning all student information and any professional matters
• Utilize effective time management
• Checking the transcript and the student enrollment documents to determine that:
  • Each student has an official transcript for grades transferred in
  • Transcripts have appropriate progression plans, signatures, and seals
  • All grades and courses are posted and up to date
  • State test scores are accurately portrayed in the school LMS
• Posting correspondence, credit by exam, distance learning, and summer school grades to the external tool within the acceptable time frame, notify school counselors, and distribute copies
• Complying with procedures for the requesting and retrieval of grades for transfer students, the recording of these grades, and the distribution of grades to all appropriate school personnel involved in the data flow process.
• Communicate with parents as needed, which includes but is not limited to:
  • Calling students and parents
  • Emailing and texting students and parents
  • Meeting students and parents in virtual setting
  • Returning all communication ASAP but no longer than 24 hours later
• Communicate with teachers and administration as needed, which includes but is not limited to:
  • Calling and/or emailing teachers as needed
  • Returning phone calls/e-mails ASAP but no longer than 24 hours later
• Attending all in-person meetings as scheduled
• Attending all staff meetings; attending and participating in all school trainings and meetings
• Fulfilling all other duties as assigned

 Requirements/Experience:

• Reside in the state of California and in the service area of the school
• Bachelor's degree, or equivalent
• Strong knowledge of CALPADS, CEBDS, and CA State reporting process and guidelines
• Ability to support and guide adults, as well as students
• Strong written and verbal communication skills
• Organization and time-management skills
• Excellent writing and grammar skills
• Flexible schedule
• Proficiency in MS Excel, MS Word, and Outlook, PowerPoint and experience using them in a professional capacity

 Certificates and Licenses:

• A California Multiple or Single Subject Credential is highly desirable, but not required

Competencies:

Adaptability:

Accepts criticism and feedback; Adapts to changes in the work environment; Changes approach or method to best fit the situation; Manages competing demands; Inspires the trust of others; Keeps commitments; Treats people with respect; Upholds organizational values; Works with integrity and ethically

Communications:

Exhibits good listening and comprehension; Expresses ideas and thoughts in written form; Expresses ideas and thoughts verbally; Keeps others adequately informed; Selects and uses appropriate communication methods

Dependability:

Commits to doing the best job possible; Follows instructions, responds to management direction; Keeps commitments; Meets attendance and punctuality guidelines; Responds to requests for service and assistance; Takes responsibility for own actions

Job Knowledge:

Competent in required job skills and knowledge; Displays understanding of how job relates to others; Exhibits ability to learn and apply new skills; Keeps abreast of current developments; Requires minimal supervision; Uses resources effectively

Planning & Organization:

Integrates changes smoothly; Plans for additional resources; Prioritizes and plans work activities; Sets goals and objectives; Uses time efficiently; Works in an organized manner

Quality:

Applies feedback to improve performance; Demonstrates accuracy and thoroughness; Displays commitment to excellence; Looks for ways to improve and promote quality; Monitors own work to ensure quality

Use of Technology:

Adapts to new technologies; Demonstrates required skills; Keeps technical skills up to date; Troubleshoots technological problems; Uses technology to increase productivity

Computer Skills:

To perform this job successfully, an individual should have knowledge of Microsoft Office Suite; and experience using a student information system and/or other type of database software.  Experience moderating web meetings for small and large groups

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  A flexible schedule is required.

This position is a virtual position working from a home office.  Must have ability to travel throughout the school year within and between assigned geographic areas to support students, attend regularly scheduled meetings, proctor state exams and participate in school activities and orientations.

While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must occasionally lift and/or move up to 15 pounds. While performing the duties of this job, the employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms and talk or hear.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.