Registrar

Job Description

Capital City is looking for innovative, experienced, and passionate staff members!

At Capital City, we challenge the status quo every day. Our staff are skilled, compassionate, solutions-oriented, and unwavering in their commitment to give children of all ages, all backgrounds, and all abilities the education they need to thrive.

If you want to help prepare the next generation of changemakers, apply today!

This role is a 12-month position, which is exempt and therefore not eligible for overtime pay under the provisions of the Fair Labor Standards Act.

Why work at Capital City?

Work hard and achieve results, together! At Capital City, staff members work on collaborative teams that grapple with challenges, celebrate successes, and support and learn from one another.

Diversity, equity, and inclusion aren’t just buzzwords. We believe the diversity of our staff and the students we serve is our greatest asset.

We take seriously the responsibility to achieve equity for our students and build a culture where staff engage in dialogue about race and work to build an inclusive culture.

About the Position :

The Registrar works with students and staff members to perform complex clerical and record-keeping duties in the evaluation, preparation, modification and maintenance of academic records (both electronic records in the school’s database and hard copies in paper files).

The Registrar registers and exits students, ensures that all enrollment records are accurate and timely, and maintains records and files.

This position requires organizational skills and attention to detail as well as excellent communication skills. There may be additional responsibilities that the Registrar undertakes or that are assigned as needs of students and of the school community arise.

Bilingualism in written and spoken English and Spanish is strongly preferred.

The Registrar has responsibilities in the following key areas :

Database Management

Oversee the maintenance of student enrollments and exits in the school’s SIS and the related collection of documentation from families and others schools.

Attend SIS and Rediker (AdminPlus and Admissions Web software) training sessions related to grade book support and transcripts (as needed).

Work with other relevant staff to provide input and expertise on grade book, report card, and transcript functionality within the SIS.

Student Records

Ensure the accuracy of all student records, including historical data review as needed.

Maintain student transcripts, stored in Rediker’s AdminPlus and also in Naviance, to eventually be migrated to new software.

Manage proper distribution of student information to external parties.

Facilitate audits by the DC Public Charter School Board (PCSB) and Office of the State Superintendent of Education (OSSE).

Streamline filing process for student cumulative files in the electronic portfolios and paper files.

Maintain organized records related to student withdrawals and transfers, forward records to schools, and notify appropriate personnel of student exit dates and status.

Provide accurate and up-to-date academic records to High School students, advisors, and parents regarding graduation progress planning.

Supervise documentation, collection and monitoring of student attendance records and enrollment verification.

Enrollment and Registration

Coordinate with the Parent Outreach Department to ensure smooth transition between admissions and enrollment processes for registering incoming students.

Manage, and complete as needed, collection of records and transcripts for new students from previous schools.

Evaluate transcripts of new High School students to determine credits that fulfill Capital City graduation requirements and assist with student placement.

Enter historical grades from previous schools into the SIS for High School students.

Enroll new students in the SIS and maintain accuracy of student enrollment information in the SIS.

Process student withdrawals and transfers, including proper recording of entry and exit codes in SIS.

Track location of withdrawn students, following up with receiving schools to ensure Capital City is not held responsible for reporting on students no longer enrolled.

Grading and Reporting

Monitor High School GPA calculations for accuracy.

Communicate with Lower, Middle, and High School administrators to ensure grades and comments are entered and complete.

Assist with preparation of Lower, Middle, and High School student progress reports / report cards for distribution to students, advisors, and parents.

Coordinate with High School administrators to have report card comments translated.

Generate translated comments and / or report cards for parent / teacher conferences.

Verify High School student grade information for athletic eligibility, academic probation status, etc.

Transcripts

Review transcripts of incoming High School students to identify errors in record keeping at previous schools.

Process High School transcript requests and Lower and Middle School academic records requests from families of withdrawing students and other schools;

prepare and process related documents, records and files.

Provide High School transcripts and grades to families, colleges and other post-secondary institutions upon request.

Organize documentation for annual PCSB High School transcript audits.

End-of-Term and End-of-Year Processes

Store Middle and High School grades to ensure security and integrity of grading processes.

Maintain records of Middle and High School grade change requests.

With support from IT, complete end-of-year processes in a timely manner.

Other Responsibilities

Participate in activities shared among central office staff, including dismissal duty, evacuation / fire drills, etc. as needed.

Assist with data / documentation in support of the PMF process. Prepare and provide cover sheets for the Middle School’s Jump Rope progress report.

Process grades and prepare and provide Summer School report cards for both the High School and Middle School summer programs.

Provide data (or training for self-prep) to instructional leadership for attendance letters, student awards, proper placement of IEP students, and to ensure that seniors remain on track or to note when interventions are needed.

Desired Qualifications :

Minimum required qualifications : Bachelor’s degree required. The Registrar will perform administrative office duties, maintain records and data, and manage audit preparations and student enrollment and exit processes.

Strong and professional oral, written and email communication skills in English are required (and are strongly preferred in Spanish).

The Registrar position requires prior office experience, including experience and proficiency with databases, database reports, spreadsheets, word processing software, and email.

Capital City PCS uses the GoogleSuite of tools.) The Registrar must be customer-service oriented, be dependable, show initiative, be self-motivated, and be able to work independently, as well as and on a team.

The Registrar must be highly organized, demonstrate meticulous attention to detail, and display the ability to prioritize tasks and multitask on competing projects.

Experience with project management software is highly desired. The Registrar must be flexible and able to adjust to unexpected schedule changes, be occasionally take on tasks outside of the normal routine, and be able to shift gears quickly.

Candidates should be professional, friendly, and comfortable interacting with a variety of people, including vendors, students, parents, and other professionals.

The position may require the ability to lift and move heavy objects up to 50lbs.

Spanish proficiency is preferred.

In addition to the above requirements, staff members must meet the requirements of all hires at Capital City including a criminal background check.

About Our School

Capital City is an equal-opportunity employer. We do not discriminate on the basis of race, color, national origin, marital status, religion, sex, age, sexual orientation, disability, or any other protected status.

All employment decisions will be made solely on the basis of the individual’s qualifications as related to the requirements of the position being filled.