THRIVE Academy Student Information Systems & Registrar Coordinator

Job Description

Job Description:\n\nPosition PurposeThe School Registrar is responsible for the accuracy, organization, maintenance, and coordination of THRIVE Academy's student information, enrollment, records, and data systems.The Registrar serves as a central connection between THRIVE Academy, students and families, member school districts, staff, and district administration. This position manages student enrollment from initial application through enrollment, ongoing attendance and records management, state and district reporting, and eventual withdrawal, transition, or reintegration.Because nearly every student-related system depends upon accurate information, the Registrar plays a critical role in the effective operation of THRIVE Academy.The successful Registrar must be highly organized, detail-oriented, technologically proficient, trustworthy, patient, kind, and capable of managing multiple complex systems while maintaining exceptional confidentiality and professionalism. Essential Responsibilities1. Student Enrollment & IntakeThe Registrar coordinates and maintains the student enrollment process, including:Receive and process student applications and enrollment materials.Communicate with families and resident/member districts regarding application and enrollment requirements and process.Review enrollment documentation for completeness and accuracy.Create and maintain student enrollment records.Coordinate collection of required educational records from resident districts.Enter new students into Infinite Campus and other required systems.Verify demographic, contact, enrollment, district, grade-level, and program information.Maintain enrollment status and anticipated start dates.Coordinate enrollment information with Administration, Advisors, Special Education staff, Student Services, School Counseling, Nursing, and other appropriate personnel.Maintain accurate records of students who are referred, pending enrollment, actively enrolled, reintegrating, or withdrawn.Assist families and member districts throughout the enrollment process with patience, professionalism, and clear communication.2. Infinite Campus Administration & Student Information SystemsThe Registrar serves as THRIVE Academy's primary building-level Infinite Campus resource and is responsible for maintaining the accuracy and functionality of student information within the system. The Registrar is not expected to know every function of Infinite Campus upon hire but must demonstrate the technological ability, initiative, and willingness to continuously learn the system. Responsibilities may include:Create and maintain annual school-year information.Establish calendars, terms, grading periods, schedules, and other school-year structures.Create and maintain courses, sections, classrooms, and teacher assignments.Establish and maintain student schedules.Configure and support gradebooks and grading structures.Maintain attendance structures, codes, and records.Process enrollment, transfers, withdrawals, and other student status changes.Maintain student demographic and contact information.Maintain household, parent/guardian, emergency contact, and communication information.Maintain program, service, and enrollment information as required.Assist staff with Infinite Campus access and routine system questions.Troubleshoot errors and identify discrepancies in student records.Work with district personnel or Infinite Campus support when problems require additional assistance.Maintain accurate historical student information.Conduct routine reviews of Infinite Campus information for accuracy and completeness.Learn and utilize additional Infinite Campus functions as needed to support school operations and reporting.3. State, District & Compliance ReportingThe Registrar assists in maintaining accurate student information required for local, district, state, and federal reporting. Accuracy is essential. The Registrar must recognize that incorrect student information may affect compliance, funding, student services, attendance records, and member-district reporting.Responsibilities may include:Review student data for reporting accuracy.Identify missing, incomplete, inconsistent, or inaccurate student information.Coordinate corrections before reporting deadlines.Work collaboratively with MNW Central Office and member districts regarding reporting requirements.Support student enrollment reporting and count procedures.Support special education and IEP count verification.Verify student program and enrollment information.Maintain documentation supporting reported information.Respond to requests for data verification.Assist with audits, record reviews, and data-quality checks.Maintain awareness of reporting deadlines and communicate needed information to appropriate personnel.4. Student Records ManagementThe Registrar maintains complete, accurate, secure, and accessible student educational records.Responsibilities include:Maintain electronic student records.Organize records using established THRIVE and district systems.Request records from previous or resident schools.Provide records to authorized schools, districts, agencies, or individuals according to established procedures.Maintain appropriate enrollment, withdrawal, and transition documentation.Ensure student records are updated when information changes.Identify missing records and follow up with appropriate individuals.Maintain record-retention practices according to district procedures and applicable requirements.Protect records from unauthorized access, disclosure, alteration, or loss.Assist with records requests and student information requests as assigned.5. Google Workspace & Digital Records ManagementThe Registrar manages and maintains student-related digital records within the THRIVE Google Workspace environment. Advanced proficiency with Google Sheets or demonstrated ability to learn advanced spreadsheet functions is strongly preferred.Responsibilities include:Maintain organized Google Drive student files and folders.Maintain student enrollment applications and supporting documentation.Maintain enrollment and student tracking spreadsheets.Create, update, and manage Google Sheets used for school operations.Use formulas, filters, conditional formatting, data validation, and other spreadsheet functions.Maintain formulas linking information between tabs and separate spreadsheets.Troubleshoot broken formulas, references, permissions, and data connections.Maintain consistent naming, organization, sharing, and access practices.Protect confidential information through appropriate file permissions.Develop or improve spreadsheets and digital systems when operational needs arise.Maintain data consistency between Google Workspace records, Infinite Campus, and other school systems.6. Member District CoordinationBecause THRIVE Academy serves students from multiple school districts, the Registrar serves as an important operational liaison with member and resident districts.Responsibilities include:Communicate professionally and promptly with district registrars, secretaries, administrators, special education personnel, and other designated contacts.Request and exchange student records.Coordinate enrollment and withdrawal information.Verify student information and enrollment status.Resolve discrepancies between THRIVE and resident-district records.Coordinate documentation required by individual districts.Maintain positive working relationships with member districts.7. Medicaid Documentation CoordinationThe Registrar serves as THRIVE Academy's primary Medicaid documentation coordinator and liaison with member districts.Responsibilities include:Identify students requiring Medicaid-related documentation.Coordinate documentation requirements with member districts.Communicate district-specific documentation procedures to THRIVE staff.Distribute required forms or provide access to electronic documentation systems.Collect and review required documentation for completion.Return documentation to member districts according to established procedures.Maintain awareness of district-specific systems and requirements.Assist staff with procedural questions.Coordinate training or connect staff with appropriate district or billing representatives when needed.Support accurate, timely, and compliant documentation practices.9. Data Quality & Systems CoordinationThe Registrar serves as one of THRIVE Academy's primary guardians of student-data accuracy. The Registrar routinely:Compares information across systems.Identifies inconsistencies and errors.Corrects information or coordinates corrections.Verifies that changes in one system are appropriately reflected in related systems.Develops procedures that reduce duplicate entry and prevent errors.Maintains accurate lists, rosters, reports, and student counts.Assists Administration in retrieving student information and operational data.Helps ensure staff are using current and accurate information.Documents processes so critical systems can be maintained during absences or staff transitions. Communication & Customer ServiceThe Registrar regularly interacts with families who may be confused, frustrated, anxious, overwhelmed, or unfamiliar with THRIVE's processes. Families should feel that the person helping them wants to help them, even when the answer is complicated or additional information is required.The Registrar is expected to:Communicate with patience and kindness.Explain processes clearly without being condescending.Respond professionally to questions and concerns.Follow up when information is missing.Remain calm when others are frustrated.Communicate directly rather than through gossip or side conversations.Maintain professional relationships with staff from multiple school districts.Recognize when a question should be referred to Administration or another professional.Represent THRIVE Academy positively in all interactions. Confidentiality & Professional TrustTrust is fundamental to this position. The Registrar has access to an extraordinary amount of confidential student and family information. This may include:Educational recordsSpecial education informationBehavioral informationAttendance recordsFamily and household informationContact informationCourt or custody informationHealth-related informationMental health informationStudent historySensitive correspondenceInformation shared by member districts and outside agenciesBecause of this access, confidentiality and professional discretion are essential functions of the position. The Registrar must:Follow FERPA, district policy, and applicable confidentiality requirements.Access student information only for legitimate educational and operational purposes.Share information only with individuals who have an appropriate need to know.Maintain secure electronic and physical records.Protect records, data, and documents from unauthorized access.Exercise exceptional judgment regarding sensitive information.Immediately report suspected confidentiality or data-security concerns. Professional Culture & CharacterAt THRIVE, the Registrar is not simply responsible for records. The Registrar is part of the team responsible for creating the experience students and families have with our school. Technical skills matter. Character matters just as much.THRIVE Academy serves students and families who may have experienced school disconnection, trauma, rejection, frustration, behavioral challenges, mental health concerns, or difficult interactions with educational systems.The Registrar is often one of the first people a family or district encounters when beginning the THRIVE process. The person in this role must:Treat students and families with dignity.Demonstrate kindness without sacrificing accountability.Be patient with people who need additional explanation or assistance.Avoid judgment regarding students' histories or circumstances.Remain professional during stressful situations.Be dependable and trustworthy.Ask questions rather than guess when unsure.Contribute positively to the culture of THRIVE Academy.Follow established systems while helping improve systems that are inefficient or unclear. Required Knowledge, Skills & AbilitiesThe successful candidate should demonstrate:Exceptional attention to detail.Strong organizational and time-management skills.Strong written and verbal communication.Ability to manage multiple responsibilities and deadlines simultaneously.Ability to learn complex software systems.Strong computer and technology skills.Proficiency with Google Workspace, including Google Drive, Docs, Gmail, and Calendar.Strong proficiency with Google Sheets.Ability to understand and troubleshoot spreadsheet formulas and linked data.Ability to maintain accurate databases and electronic records.Ability to identify discrepancies between multiple sources of information.Ability to independently investigate and solve routine problems.Ability to ask for assistance when appropriate.Ability to communicate effectively with families, educators, administrators, and outside organizations.Ability to maintain exceptional confidentiality.Ability to remain calm, patient, professional, and solution-focused.Ability to work independently while functioning as part of a collaborative team.Willingness and ability to continually learn new technology, procedures, reporting requirements, and school systems. Preferred QualificationsPreferred qualifications may include:Previous experience working in a school, district office, registrar's office, student services office, or similar records-based environment.Previous experience with Infinite Campus or another Student Information System.Experience with student enrollment, attendance, scheduling, grading, or educational records.Advanced experience with Google Sheets or Microsoft Excel.Experience managing databases or large electronic record systems.Experience with state educational reporting or student-data compliance.Experience working with special education records or reporting.Experience working with multiple organizations, districts, agencies, or stakeholder groups.Experience in every area is not required. A candidate who demonstrates exceptional organization, technology aptitude, attention to detail, professionalism, and the ability to learn complex systems may be successful in the position. Essential Personal CharacteristicsThe ideal THRIVE Registrar is someone who:Notices when something doesn't match.Can learn a complicated system without becoming overwhelmed by it.Keeps track of details other people forget.Understands that confidential means confidential.Likes making messy information organized.Can work independently without operating in isolation.Knows when to solve a problem and when to ask for help.Cares about people as much as the accuracy of the records representing them. Shared THRIVE ExpectationsAs a member of the THRIVE Academy team, the Registrar is expected to:Be Decent.Work Hard.Teach.Take Care of Kids.Take Care of Yourself.Take Ca