Registrar

High School Registrar

Under the direction of the Principal, the High School Registrar manages student records and ensures compliance with HCPSS, state, and federal regulations. This role oversees enrollment, withdrawals, and transcript requests with meticulous accuracy and confidentiality. As a primary point of contact for the school community, the Registrar ensures the integrity of academic data and supports the HCPSS mission of equity and inclusion. During non-peak periods, the Registrar provides cross-functional support to other administrative staff as needed.

Minimum Qualifications

Applicants must meet all qualifications below to be considered for the vacancy.

Education:

• High School diploma or GED (must scan and upload to the online application). Education completed outside the United States must be evaluated by an MSDE approved organization. For a list of approved vendors, please click here.

Experience:

• Two years of general administrative or clerical experience
• An Associate Degree or the successful completion of 60 credit hours from an accredited college or university may be substituted for up to two (2) years of the required administrative support or clerical experience.

Preferred Qualifications

• Experience utilizing educational technology platforms, such as Canvas (LMS), Synergy (SIS), and Hoonuit /PowerSchool Unified Insights (Data Warehouse).

Essential Position Responsibilities

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties.

• Enrollment, Registration & Withdrawal of Students
• Executes and coordinates all procedures for the registration, enrollment, transfer, and withdrawal of high school students according to established local and state procedures.
• Delivers high-quality customer service to all internal and external stakeholders, including composing and distributing professional correspondence (letters and emails).
• Verifies student residency and eligibility for enrollment in collaboration with the PPW in strict accordance with county policies and guidelines.
• Collaborates with relevant school staff such as school counselors and data clerk on enrollments and withdrawals.
• Student Records
• Upholds the confidentiality and integrity of all student information in compliance with FERPA, county, state, and federal laws, as well as HCPSS policies.
• Follows all guidelines for the retention and disposal of student cumulative records as directed by the HCPSS Student Records Manual.
• Accurately enters, manages, and verifies student data within the Student Information System.
• Student Transcripts
• Manages the accurate and confidential release of official student transcripts to colleges, universities and other educational institutions, strictly adhering to FERPA guidelines.
• Collaborates with counselors to conduct credit checks and student progress toward graduation, ensuring the quality and integrity of student academic data.
• Enters transfer course history by verifying official transcripts, to determine credit equivalencies and conversions, and accurately coding the data.

Essential Knowledge, Skills, and Abilities

The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.

Knowledge

• Regulatory Compliance: Comprehensive understanding of FERPA (Family Educational Rights and Privacy Act) and state/federal laws regarding the privacy and release of student records.
• Records Management: Mastery of the HCPSS Student Records Manual, including protocols for the retention, disposal, and transfer of cumulative files.
• Enrollment Policy: In-depth knowledge of local and state procedures for student registration, residency verification, and enrollment eligibility.
• Academic Standards: Familiarity with high school graduation requirements, credit equivalencies, and transcript coding.

Skills

• Data Management: Proficiency in using Student Information Systems (SIS) to accurately enter, audit, and manage high volumes of sensitive data.
• Professional Communication: Exceptional written and verbal communication skills, with the ability to compose professional correspondence for a diverse audience of stakeholders.
• Technical Accuracy: High-level skill in transcript evaluation, including the conversion of transfer credits and the calculation of academic histories.
• Administrative Coordination: Strong organizational skills to manage competing deadlines for enrollment cycles, transcript requests, and graduation audits.

Abilities

• Discretion & Integrity: Ability to handle highly confidential information with the utmost professional ethics and accountability.
• Collaborative Partnership: Ability to work effectively with Pupil Personnel Workers (PPWs), school counselors, and administrators to ensure student success.
• Customer Service Excellence: Ability to provide a welcoming and helpful environment for families and staff, even during high-stress peak registration periods.
• Detail Orientation: Ability to maintain "zero-error" standards when verifying residency documents and student academic records.

Working Hours

• The duty day for this position is 7.5 hours which will include a 30-minute unpaid, duty-free lunch period.

Application Requirements

Complete applications must be submitted, and once your application has been submitted, you will not be able to add documentation or make any changes. Incomplete applications will not be accepted. Resumes will not be accepted in lieu of a completed application.

Selection Criteria

Applicants who meet the minimum qualifications will be included in further evaluation. Interviews will be limited to those applicants who, in addition to meeting the basic requirements, have experience which most closely match the position qualifications and the needs of the school system.

Employment Information

Compensation

This is an 11-month per year position in the Howard County Education Association, Educational Support Professionals (HCEA-ESP) employee unit. This position is salary Grade III on the Secretaries and Assistants Salary Scale Step placement will be in accordance with the salary procedures of the Howard County Public School System and the HCEA-ESP Master Agreement which considers relevant prior experience. Under the Fair Labor Standards Act, this position is not exempt from overtime.

Retirement

Membership in the Maryland State Retirement Agency (MSRA) pension plan is a mandatory condition of employment for all employees who meet the eligibility and membership criteria defined in the State Personnel and Pensions Article and the Code of Maryland Regulations (COMAR). A qualifying employee cannot reject membership, nor can an ineligible employee elect membership. The annual contribution to the pension plan will be 7% of an employee's annual salary.

Benefits

HCPSS offers a comprehensive benefits package for eligible employees. Information about additional benefits such as paid time off can be found in the negotiated agreement for employees in this bargaining unit.

Pre-Employment Requirements

Professional references will be contacted prior to any offer of employment. Recommended candidates will be required to provide references from current and recent supervisors.

All employees, regular and temporary, must be fingerprinted, have a criminal background investigation completed, and successfully complete the Maryland Employment History Review, pursuant to Section 6-113.2 of the Education Article, Annotated Code of Maryland. In addition, some positions will require completion of a physical examination and/or drug testing.

Anyone offered employment is required to provide proper identification and documentation of eligibility for employment in the United States. HCPSS participates in E-Verify and does not offer employee sponsorship.

For questions regarding this posting, please contact: View email address on click.appcast.io

Equal Opportunity Employer

To request an accommodation during the application or interview process due to a documented disability, please email View email address on click.appcast.io.

HCPSS celebrates diversity and is committed to creating an inclusive environment for all employees and applicants and prohibits discrimination, harassment, and retaliation of any kind. HCPSS is committed to the principle of equal employment opportunity for all employees in providing them with a work environment free of discrimination and harassment. All employment decisions at HCPSS are based on organizational needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical, mental or sensory disability, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, veteran status or present military service, family medical history or genetic information, family or parental status, or any other characteristic protected by federal, state or local laws.