Registrar Assistant jobs in New Mexico

Registrar/Office Assistant Job Description

POSITION: Registrar/Office Assistant

SUPERVISOR: Head Administrator and Director of Operations

JOB GOAL: To serve as the confidential Registrar Coordinator, Student Database System recorder/reporter, as well as the assisting the school’s Office Manager.

ESSENTIAL REQUIREMENTS: To perform this job successfully an individual must be able to execute each requirement satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or

ability needed for the position.

Registrar Duties:

· Maintains and respects confidentiality of student and school personnel information

· Provide information, prepare correspondences and related matters, prepare and maintain files and records, and assists teachers, parents and students with transcripts

· Registers new students

· Withdraws students and sends schools records in timely manner when requested

· Prepares and sends transcripts to colleges, employers, and to schools for transfer students

· Enter all demographic information and schedules for new students and changes for current students

· Enter all transcripts for new students

· Enter all information for new students (from lottery)

· Request transcripts and other records (including SPED) for new students

· Follow-up on transcript requests not received - Seek appropriate administrative assistance if unsuccessful

· Process official transcript requests for current and past students

· Maintain student cumulative record files including paper copies of registration documents, test scores, etc.

· Facilitate the lottery process and pursue new students from the waiting list to maintain enrollment as determined by administration

· Assist in the registration process for new students, including between lotteries, by distributing and collecting registration packets.

Office Assistant Duties:

· Ensure all guests register/check-in with the Visitor Management System

· Ensure all students check-in/check-out of the school premises, including monitoring gate access

· Receive incoming telephone calls and direct calls to the appropriate person

· Manage student Registration including new student packets, filing, cashier, student ID’s, etc.

· Process bulk mailings

· Assist Office Manager with receiving and inventory processes

· Assist in the facilitation of volunteers for lunch duties and other opportunities.

· Perform standard clerical or record keeping work

· Act as back up cash handler when Office Manager is unavailable, including proper handling and receipt of month in accordance with established procedures and protocols, ensuring the accuracy and integrity of financial transactions with the school

· Schedule and administer tours for prospective students and parents (serve as backup)

· Assist in Proper Recording of Excused Student absences

· Make daily bank deposits when Office Manager is unavailable

· Supervise students while in school office

· Produce daily attendance reports, contact absent student households, and generate absenteeism letters

· Member of and work with Attendance Team Lead in following attendance policies and procedures

· Perform all other duties as assigned by The Administrative Team

· Work harmoniously with others and to communicate effectively (both orally and in writing) with students, parents, staff and the general public

· Understand and follow oral and written instructions

· Maintain a high level of ethical behavior and confidentiality when dealing with student and staff information

· Work independently, prioritizing tasks to meet deadlines while maintaining accuracy and attention to detail

· Learn, apply, and explain in detail Albuquerque Aviation Academy Charter School policies and procedures in performing duties

· Perform secretarial functions and administrative support requiring independent judgment, decision making, and problem solving

· Plan, organize, prioritize, and complete assignments in a work setting subject to frequent interruptions

· Operate a computer terminal to enter, revise, and retrieve information, and to utilize word processing and other school software applications

· Type accurately and depending on requirements of position, with sufficient speed to complete work in a timely fashion

· Operate basic office equipment, (i.e. computer, copier, calculator, fax, and etc.)

· Establish and maintain filing and record keeping systems

· Perform physical requirements which may include:

o Light to moderate degree of physical stamina and occasional lifting up to 30 lbs

o Ability to stand, walk, and bend frequently

o Ability to hear telephone ring and to hear and respond to questions from visitors and callers

o Ability to use telephone, computer and other office equipment for extended periods of time

o Ability to make frequent trips from desk to counter, files, and other locations on campus

o Ability to lift boxes of varying weights and move packages from desk to floor and from floor to desk

· Such alternative to the above requirements as the Governing Council or the Administration may deem appropriate and acceptable

· Participates in all required trainings as assigned by the state and administration

PHYSICAL REQUIREMENTS:

Sitting, standing, lifting and carrying (up to 30 pounds) reaching, squatting, kneeling, and moving light furniture may be required.

SAFETY AND HEALTH:

1. Knowledge of universal hygiene precautions.

2. Ensure proper handling of sensitive records and cash assets

EQUIPMENT/MATERIAL HANDLED:

Must know how to properly operate or be willing to learn to operate all multi-media equipment including current technology.

WORKING ENVIRONMENT:

Must be able to work within various degrees of noise, temperature, and air quality. Interruptions of work are routine. Flexibility and patience are required. Must be self-motivated and able to complete job assignments without direct supervision. After hour work may be required.

TERMS OF EMPLOYMENT:

Salary determined by the Head Administrator. Salary dependent on qualifications including experience.

The number and assignment of contract days are determined by the Head Administrator and the Governing Council in the approved School non-instructional calendar.

Job Type: Full-time

Pay: $19.23 - $20.67 per hour

Expected hours: 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person