Administrative Assistant - Registrar Office - 12 Month Position

Administrative Assistant/Registrar Office

The Administrative Assistant Registrar Office provides essential support for student enrollment, records management, and compliance functions at the building level. This position serves as the primary point of contact for registration-related inquiries and coordinates the accurate, timely processing of student records in accordance with state and federal law and district policy.

Responsibilities include:

• Coordinating and processing the registration of new students, including verification of residency, collection of required documents, and accurate entry of data into the student information system (SIS).
• Processing student withdrawals and transfers; preparing and forwarding student records to receiving schools; updating SIS enrollment status accordingly.
• Communicating with sending and receiving schools, external agencies, and internal staff to obtain and clarify student records required for placement and services.
• Managing transcript requests (electronic and mail) and other student verification documents in a timely and accurate manner.
• Administering and maintaining residency affidavits, temporary guardian documentation, and records related to McKinney-Vento-eligible students.
• Maintaining accurate and confidential student records in compliance with FERPA, ISBE regulations, and district policy.
• Performing other duties as assigned by the Associate Principal or designee.

Qualifications include:

• High school diploma or equivalent required; post-secondary coursework or prior school office experience preferred.
• Proficient in Microsoft Word, Excel, and Google Workspace (Docs, Sheets); ability to learn and navigate district student information systems.
• Working knowledge of, or ability to learn, state and federal laws governing student records, including FERPA and applicable ISBE requirements.
• Excellent organizational skills and attention to detail, with demonstrated ability to meet deadlines and manage multiple priorities in a high-volume environment.
• Strong written and verbal communication skills; ability to work professionally with students, families, staff, and external agencies.
• Demonstrated reliability, sound judgment, and commitment to confidentiality.
• Ability to work independently and function effectively in a school office environment with frequent interruptions.
• Prior experience in student records management, school registration, or a related field strongly preferred.

Working conditions include:

Works in a school office environment with regular contact with students, families, staff, and the public. Individual performance will be evaluated annually in accordance with the Administrative Assistant/Bookkeeper Professional Agreement and the Board's policy on evaluation of personnel. Compensation is established per the Seasonal Administrative Assistant pay schedule in Appendix II of the Administrative Assistant/Bookkeeper Professional Agreement. Position includes health and dental insurance and basic life insurance coverage consistent with contract provisions.