Administrative Assistant/Registrar

Administrative Assistant/Registrar

Chippewa Middle School

Position Summary

The Administrative Assistant/Registrar provides comprehensive administrative support to the school's counseling and student services offices while serving as the school's registrar. This position is responsible for student enrollment, attendance, student records, scheduling support, health-related recordkeeping, athletic administration, and state reporting. The Administrative Assistant/Registrar serves as a primary point of contact for students, families, staff, and community members, ensuring exceptional customer service and the accurate maintenance of student information in compliance with district, state, and federal requirements.

Essential Responsibilities

Administrative & Student Services

• Serve as the confidential administrative assistant to school counselors.
• Serve as the receptionist for the guidance/student services office by greeting and assisting students, parents, staff, and visitors.
• Schedule appointments and interviews for counselors and maintain student request lists for schedule changes and meetings.
• Maintain confidentiality of student records and sensitive information.
• Assist other school personnel during peak workload periods.

Registrar & Student Records

• Coordinate all student enrollment and withdrawal processes.
• Verify required enrollment documentation and maintain all registration forms.
• Maintain cumulative student records, including immunizations, schedules, report cards, test scores, and other required documentation.
• Maintain student information within the district's student information system, including enrollment, schedules, attendance, grades, and immunization records.
• Compile information for Count Day reporting and serve as liaison with the Intermediate School District (ISD) during student audits.
• Prepare certificates of enrollment and required documentation for students transferring internationally.

Attendance & Scheduling

• Assist with development and maintenance of the school's master schedule.
• Maintain daily attendance, tardy, and early dismissal records.
• Monitor student arrivals and departures during the school day.
• Notify administration regarding excessive absences and tardiness.
• Provide attendance reports to staff as needed.
• Coordinate homework requests for absent students.

Student Health & Compliance

• Dispense physician-authorized and non-prescription medications in accordance with Board policy.
• Provide care for students who become ill or injured during the school day.
• Contact parents regarding student illness or injury and communicate health concerns with staff as appropriate.
• Maintain student emergency information.
• Collect, verify, and maintain athletic physical documentation.
• Prepare and submit Michigan Care Improvement Registry (MCIR) immunization reports for seventh-grade and newly enrolled students.
• Submit weekly communicable disease reports to the Ingham County Health Department.

Family & School Support

• Assist with Parent-Teacher Conferences, Curriculum Night, and other school events.
• Issue school and CATA bus passes and coordinate transportation information for new students.
• Distribute information regarding Mid-West Talent Search and other student programs.
• Serve as a Notary Public for school-related documents.

Minimum Qualifications

• High school diploma or equivalent required; associate degree or higher preferred.
• Three or more years of progressively responsible administrative or office experience, preferably in a school setting.
• Excellent organizational, communication, and customer service skills.
• Strong attention to detail and ability to maintain confidential information.
• Proficiency with Microsoft Office and student information systems or the ability to quickly learn district software.
• Ability to manage multiple priorities while maintaining accuracy in a fast-paced environment.
• Ability to obtain or maintain Notary Public certification.

Physical Demands

• Sit, stand, and walk throughout the workday.
• Frequently use computers, telephones, and other standard office equipment.
• Occasionally lift or move materials weighing up to 25 pounds.
• Communicate effectively with students, staff, parents, and community members in person, by telephone, and electronically.
• Respond appropriately to student health and emergency situations.

This job description reflects the general responsibilities and requirements of the position and is not intended to be an exhaustive list. Duties and responsibilities may be revised by the district as needed.

About Okemos Public Schools

Located in the greater Lansing area and neighboring Michigan State University, Okemos Public Schools is one of Michigan's premier school districts. Serving over 4,500 students, the district is consistently recognized for academic excellence, innovative programming, and a strong commitment to student success.

Okemos is known for its highly qualified staff, engaged families, and diverse, globally minded community. The district's commitment to equity, inclusion, and continuous improvement creates an exceptional environment for both students and educators.

The surrounding community offers access to a vibrant college-town atmosphere, cultural opportunities, outdoor recreation, and an outstanding quality of life.

Diversity, Equity, and Inclusion are core values of Okemos Public Schools. Traditionally marginalized candidates are encouraged to apply.

It is the policy of the Board of Education that the District will not discriminate against any applicant or employee based on race, color, national origin, ethnicity, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, height, weight, familial status, marital status, military service, veteran status, genetic information, disability, or any other legally protected basis. The District shall comply with all applicable federal and state laws and regulations prohibiting discrimination including, but not limited to, Titles VI and VII of the Civil Rights Act of 1964, 42 U.S.C. §§ 2000d, et seq. and 42 U.S.C. §§ 2000e, et seq.; the Americans with Disabilities Act of 1990, 42 U.S.C. §§ 12101, et seq.; the Handicappers' Civil Rights Act, MCL §§ 37.1101, et seq.; the Elliott-Larsen Civil Rights Act, MCL §§ 37.2101, et seq.; and the Age Discrimination in Employment Act (ADEA), 29 U.S.C. §§ 621, et seq.

Inquiries or complaints by applicants or employees related to discrimination should be directed to:

Director of Human Resources and Labor Relations
Okemos Public Schools
4406 N. Okemos Road
Okemos, MI 48864
Telephone: View phone number on click.appcast.io