SoWashCo Online - Registrar

Benefits:
SoWashCo Schools offers a comprehensive benefits program designed to support our employees. Our benefits include medical, dental, and vision insurance, as well as life insurance, supplemental life insurance, dependent life insurance, and long-term disability coverage. We also offer voluntary plans such as accident, critical illness, hospital indemnity, and identity protection, along with flexible spending accounts, an Employee Assistance Program (EAP), and retirement plans. These benefits reflect our commitment to supporting your health and well-being.

Visit our benefits page for more detailed information.

POSITION SUMMARY:

The High School Registrar serves as a vital point of contact for students, families, and the broader school community in an online learning environment. This position is responsible for the accurate maintenance of student academic records, management of enrollment and scheduling processes, and ensuring compliance with all applicable state and federal reporting requirements. The ideal candidate is detail-oriented, technologically proficient, and committed to delivering exceptional service to a diverse, digitally-connected student population.

PRIMARY JOB FUNCTIONS:

Student Records & Transcript Management

1. Maintain accurate and confidential student academic records in accordance with FERPA and school policy
2. Review, interpret, and evaluate official transcripts from a variety of institutions, including traditional, online, charter, homeschool, and international schools
3. Process transcript requests for students, colleges, universities, employers, and external agencies in a timely manner
4. Verify credit equivalencies and determine appropriate course placement based on prior academic history
5. Review and process supplemental enrollments

6. Other duties as assigned

    

Scheduling & Course Changes

1. Manage the student course enrollment process within Infinite Campus and the SoWashCo Online scheduling portal, including initial scheduling, add/drop requests, waitlist follow up, course withdrawals, credit recovery support, and 916 Career and Tech support
2. Collaborate with the academic success coach, counselors, instructional staff, and administrative staff to ensure accurate course assignments and section management
3. Monitor enrollment data integrity and resolve scheduling conflicts or discrepancies
4. Process summer balancing of student schedules
5. Maintain up-to-date records of course completions, grades, and credit accumulation
6. Partner with counselor and administration on the logistics of the summer acceleration program
7. In partnership with the counselor, maintain the student incomplete process

8. Other duties as assigned

    

    

Graduation Requirement Auditing

1. Conduct regular graduation audits for all enrolled students to track progress toward diploma requirements
2. Communicate clearly and proactively with students and families regarding credit deficiencies and graduation timelines
3. Partner with counselors and administration to develop academic plans that support on-time graduation
4. Maintain accurate records of graduation status and generate official documentation as needed
5. Partner with the SoWashCo Online Admin Assistant on graduation ceremony planning
6. Other duties as assigned

State & Federal Compliance Reporting

1. Prepare and submit required student data reports to state education agencies in accordance with established deadlines
2. Ensure student records are maintained in compliance with applicable federal regulations, including FERPA, IDEA, and Title programs as applicable
3. Support audit readiness by maintaining organized, complete, and readily accessible documentation
4. Stay current on changes to state and federal reporting requirements and communicate relevant updates to leadership
5. Partner with the Academic Success Coach and Counselor on state and federal assessment verifications
6. Partner with the Counselor on student 504 supports needed by instructional staff
7. Partner with leadership team on WCAG compliance

8. Other duties as assigned

    

    

Community & Student Communication

1. Serve as a primary point of contact for students, parents/guardians, and community members seeking registration and records-related information
2. Respond to inquiries via phone, email, and virtual communication channels in a professional and timely manner
3. Provide exceptional customer service to a diverse student population, including non-traditional learners, working students, and students located outside of the district boundary.
4. Support the onboarding experience for newly enrolled students by guiding them through registration processes
5. Partner with the Administrative Assistant on setting up SoWashCo Online specific marketing events
6. Partner with the Administration on page updates on the school's website and announcements
7. Other duties as assigned

JOB SPECIFICATIONS (EDUCATION, LICENSE, EXPERIENCE, KNOWLEDGE, SKILLS, AND ABILITIES):

Required:

1. College diploma or equivalent
2. Associate's or Bachelor's degree in Education, Business Administration, or a related field preferred
3. Demonstrated ability to read, analyze, and evaluate academic transcripts from diverse educational institutions
4. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and comfort navigating web-based platforms
5. Strong organizational skills with exceptional attention to detail and accuracy
6. Ability to manage multiple priorities and meet deadlines in a fast-paced environment
7. Excellent written and verbal communication skills; ability to explain complex academic information clearly to students and families
8. Understanding of FERPA and student data privacy requirements
9. Excellent data organization and data analysis skills and demonstrates knowledge of Excel
10. Demonstrates and understanding of equity in all interactions and job functions

11. Ability to work independently and collaboratively within a virtual team environment

     

Desired: 

1. Bilingual in English and Spanish
2. Familiarity with state education data reporting systems and requirements
3. Experience working with student information systems is highly desirable; familiarity with Infinite Campus
4. Prior experience in a school registrar, administrative, or student records role

5. Experience in an online or virtual school setting 

    

Posting will be removed from the website when the position has been filled.

Equal Opportunity Employer