High School Counseling Office Administrative Assistant / Registrar

High School Registrar

Performs a variety of clerical and administrative duties to support the effective and efficient operations of the high school counseling office, with primary responsibility for student registration and records management. This position serves as the school registrar, overseeing enrollment, withdrawals, transcript processing, and the accuracy and integrity of student data. Provides technical support in coordinating the school's student information system, including attendance, scheduling support, grades, discipline, and reporting.

The minimum performance expectations include, but are not limited to, the following:

• Serves as administrative assistant to the high school counseling department and as the school registrar
• Coordinates all student registration and withdrawal processes, ensuring compliance with division policies and state requirements
• Maintains cumulative student records (electronic and hard copy), ensuring accuracy, completeness, and confidentiality
• Processes and maintains official transcripts for college applications, scholarships, transfers, NCAA eligibility, and employment verification
• Ensures timely and accurate data entry and updates within the student information system (e.g., PowerSchool), including enrollment, demographics, grades, attendance, and discipline
• Assists counselors with course scheduling support and student data management
• Generates and verifies reports related to enrollment, attendance, grades, graduation requirements, and student demographics
• Supports graduation verification processes, including tracking credits and ensuring accuracy of student records
• Greets and assists visitors to the counseling office; answers and directs telephone calls; provides information and routes messages appropriately
• Maintains strict confidentiality of all student records in accordance with FERPA and division policies
• Supports counseling initiatives such as testing coordination, college and career readiness activities, and scholarship communications
• Operates standard office equipment, including computers, printers, copiers, and scanners
• Performs a variety of technical and administrative tasks to support counseling office operations
• Takes necessary precautions to protect students, records, equipment, and materials
• Complies with all school division policies, procedures, and regulations
• Performs other duties as assigned by the building administrator(s)

Strong knowledge of student records management and registrar functions

Understanding of FERPA and confidentiality requirements related to student information

Knowledge of standard office practices, procedures, and equipment

Proficiency in data entry, recordkeeping, and report generation with a high level of accuracy

Ability to manage multiple tasks and deadlines in a fast-paced high school environment

Strong communication and customer service skills when working with students, families, and staff

Proficiency in Microsoft Office® and Google Workspace

Experience with student information systems (PowerSchool preferred)

Ability to follow oral and written instructions and work independently

High school diploma or equivalent required

Experience with Microsoft Office® and Google Workspace required

Experience with student information systems (PowerSchool) preferred

Previous experience in student records, registrar duties, or a school setting—preferably at the high school level—strongly preferred