District Registrar / Student Services Administrative Assistant

District Registrar / Student Services Administrative Assistant

Located a mile from the Atlantic Ocean and 15 minutes from Portland, RSU 23 is a 700 student, three-school district seeking a District Registrar / Student Services Administrative Assistant to join our team.

The successful candidate should possess the following:

• High school diploma or equivalent required; associate's degree in office administration or related field preferred.
• Current State of Maine Criminal History Records Check (CHRC) approval.
• Two or more years of administrative support experience; educational or public-sector setting strongly preferred.
• Proficiency with student information systems (e.g., PowerSchool, Infinite Campus) and Google Workspace / Microsoft Office Suite.
• Working knowledge of FERPA, Maine 20-A MRSA student records requirements, and the state's Transfer of Records Exchange protocol.
• Strong data-entry accuracy; ability to produce error-free correspondence and reports.
• Excellent organizational skills; ability to manage competing priorities across a multi-school district.
• High degree of discretion and professional judgment with confidential student, family, and personnel information.
• Effective communication skills with students, families, staff, and outside agencies; multilingual ability a plus.
• Ability to work independently and collaboratively.

Other duties may be assigned at the discretion of the Superintendent or designee.

Role 1: District Registrar

Student Enrollment & Registration:

• Serve as the district-wide coordinator for new student enrollment; verify required documents (proof of residency, immunization records, birth certificates, custody documentation, and prior school records).
• Register students in the SIS and initiate and respond to Transfer of Records Exchange requests for incoming and outgoing transfers; requests are processed within state-required timeframes.
• Coordinate enrollment and withdrawal processes across all three buildings with consistency and accuracy; conduct pre-registration including course request compilation and counselor coordination, meeting established calendar deadlines.
• Maintain accurate student demographic and contact data; process daily entry/exit changes and follow up on incomplete records to ensure SIS integrity at all times.

Student Records Management:

• Maintain student cumulative records (electronic and physical) per FERPA, Maine DOE requirements, and district retention schedules; records systems are organized and accessible to authorized personnel.
• Process authorized records requests from parents/guardians, colleges, military branches, and agencies; verify authorization and fulfill requests within FERPA's 45-day requirement, with routine requests completed within 5-10 business days.
• Prepare and distribute official transcripts to post-secondary institutions, scholarship committees, armed forces, and other authorized recipients; evaluate incoming out-of-state and international transcripts in coordination with counselors.
• Scan and archive legacy graduate records; respond to legal records requests and subpoenas in coordination with the Superintendent.

Data Integrity, Reporting & Compliance:

• Maintain SIS accuracy for enrollment, demographics, and required state data elements; submit required state and federal reports (enrollment counts, October count, graduation data) accurately and on time.
• Support standardized testing data entry (NWEA, PSAT, SAT, ACT) and guide building staff on consistent SIS data entry practices; participate in SIS training and updates.
• Operate in full compliance with FERPA, 20-A MRSA, and RSU 23 board policy; no unauthorized disclosures of student records occur.
• Maintain a Registrar's Procedures Manual documenting key processes, timelines, and compliance requirements; reviewed and updated annually.

Role 2: Student Services Administrative Assistant

Guidance Office Operations:

• Serve as the primary administrative contact for the High School guidance office; phone, email, and in-person inquiries are acknowledged and resolved promptly and professionally, with appropriate referral to counselors or administrators.
• Maintain counselor calendars; schedule student appointments and coordinate meeting logistics for counseling activities including IEP-adjacent meetings, 504 conferences, and college planning sessions.
• Support the Program of Studies process: course selection forms, schedule change requests in the SIS, and master schedule input per counselor and principal direction.
• Prepare and disseminate guidance correspondence (academic progress communications, attendance notifications, credential letters); maintain organized filing for all guidance documentation.

Post-Secondary, Testing & Scholarship Support:

• Coordinate logistics for district-administered assessments (PSAT, SAT, ACT, NWEA): scheduling, room assignments, student rosters, and materials management; assist with test administration as needed.
• Assessment deadlines and materials are managed accurately and on time.
• Support transcript submission for post-secondary applications; compile and distribute scholarship materials; coordinate district scholarship meetings and serve as treasurer of RSU 23 scholarship fund(s) per district financial protocols.
• Maintain a current college and career reference library; communicate post-secondary deadlines, testing dates, and financial aid information to students and families in coordination with counselors.

Student & Family Support:

• Provide authorized information on student attendance, academic progress, and grade reports to families upon request; communication reflects a welcoming, student-centered approach consistent with RSU 23's values.
• Support student orientation at all grade levels; assist counselors with academic award recognition, honor roll documentation, and student achievement communications.
• Lead the planning and implementation of the annual High School Awards Night celebration, including coordination of venue logistics, program materials, award recipient lists, family communications, and event-day execution in collaboration with counselors, administrators, and staff.

Shared Administrative Responsibilities:

• Model a positive, welcoming, and professional presence in all interactions with students, families, staff, and community members; all student, family, and personnel information is handled with appropriate confidentiality.
• Engage in relevant professional development; demonstrate commitment to continuous improvement and collaborative practice across all three RSU 23 buildings.
• Assume additional responsibilities as assigned by the Superintendent, Assistant Superintendent, or building principal.

Working Conditions:

• Mental Demands: Adaptability, analyzing, calculating, comparing, consulting, coordinating, documenting, evaluating, interpreting, multi-tasking, organizing, and planning.
• Physical Demands: Frequent sitting, standing, and walking; extended keyboard use; lifting (up to 25 lbs.), climbing stairs, reaching, and stooping; occasional driving between buildings.
• Environmental: Typical school/office noise level; periodic exposure to communicable illness and cleaning substances.

Note: This job description reflects the general requirements for the principal functions of the position and shall not be interpreted as exhaustive. Duties may be modified or assigned at any time with or without notice, consistent with the applicable collective bargaining agreement.

Equal Opportunity Employer: RSU 23 is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, age, sex, sexual orientation, gender identity, physical/mental disability, religion, ancestry, national origin or place of birth, familial status, pregnancy, genetic information, marital/civil union status, citizenship status, veteran status or political affiliation as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

Application Procedure: Apply Online. Qualified candidates will be contacted for an interview. Contact View email address on click.appcast.io if you have any questions regarding the online application process. Hiring Manager: Jeremie Sirois.