State Registrar

State Registrar

The State Registrar is responsible for supporting all KIPP Texas high schools in ensuring transcript accuracy and in maintaining and sending accurate transcripts. As a member of the Academics team, the State Registrar maintains accurate student records by identifying data errors, and develops systems to ensure 100% accountability of all Public Education Information Management System (PEIMS) required data and student records. The State Registrar leans in intensively to support campus-based Deans in refining their processes and ensuring the accuracy of transcripts.

GOALS:

• 100% Accountability: Maintain absolute accuracy of all PEIMS required data elements and high school student records across the network.
• 100% Senior Graduation Clearance: Achieve absolute accuracy and completion in the senior clearance process, ensuring that 100% of graduating seniors are verified, approved, and officially signed off in full alignment with all state and network graduation mandates before graduation deadlines.
• Campus Process Alignment: Standardize and refine transcript processes across campuses

ROLE RESPONSIBILITIES:

• Organize and manage the comprehensive transcript audit process across all KIPP Texas schools.
• Serve as the network's final decision-maker for the senior graduation clearance process, executing ultimate sign-off authority on all official student transcripts and certifying that all state and institutional graduation requirements have been fully satisfied.
• Manage and log official changes made to student transcripts outside of the standard campus grade change window.
• Oversee state-wide validation and recording processes for credit recovery tracks across all high schools in KIPP Texas.
• Support schools across the network with interpreting and managing transfer credits and international transcripts.
• Maintain student transcripts and ensure that all incoming transfer grades and GPAs are calculated correctly and reflected appropriately in the district student information system.

Campus Operations & System Support:

• Develop, support, and coach school-based deans in refining local data management practices and transcript workflows.
• Identify data anomalies that may highlight data errors or incorrect coding across KIPP Texas, taking swift action to correct them.
• Coordinate centralized grading processes, particularly supervising the submission, tracking, and completion of official grade change forms.
• Process and securely transmit outgoing requests for student information, including verification of enrollment (VOE) and transcripts for colleges, universities, and third-party networks.

Compliance & Operational Assistance:

• Stay completely current with changes in Texas Education Agency (TEA) governing documents pertaining to the Public Education Information Management System (PEIMS), high school graduation requirements, and high school testing requirements.
• Assist campus administrators, principals, deans, and special program coordinators across KIPP Texas to identify and correct missing or incorrect information in physical and electronic student data files that emerge during transcript audits.
• Partner strategically with the Student Information Systems (SIS) team to audit, clean up, and maintain student graduation plans, ensuring absolute alignment between student course histories, master schedules, and state-mandated graduation pathways.
• As needed, assist campuses directly by entering local student information into the district student information system.
• As needed, support the Career and Technical Education (CTE) team with the accurate data entry and tracking of Industry-Based Certifications (IBCs) within the student information system to ensure full compliance with Texas Education Agency (TEA) accountability standards.

Qualifications

QUALIFICATIONS:

• Four-year college degree from an accredited institution.
• Fluency with Microsoft Word and Microsoft Excel.

PREFERRED EDUCATION AND EXPERIENCE:

• Three (3) years of experience as a middle or high school registrar, or a district-level position associated with data entry and collection within a student information system.
• Three (3) years of technical experience with the Public Education Information Management System (PEIMS) regulations and the Skyward software system.
• Knowledge of and ability to use intermediate to advanced functions in Microsoft Word and Microsoft Excel (e.g., data sorting, basic formulas, VLOOKUPs).

COMPETENCY AND SKILLS:

• Strong sense of urgency and precise accuracy in carrying out high-stakes job responsibilities.
• Excellent project management skills; ability to prioritize, multi-task, and organize work streams for results.
• Exceptional analytical skills; ability to identify and correct technical data anomalies, data errors, or incorrect coding schemas under minimal supervision.

Physical Requirements:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The person in this position needs to be able to move about inside and outside the school throughout the workday.
• The candidate is expected to attend conferences, meetings and training sessions both virtually and in person within the Region.

Additional Requirements:

• Reliable transportation is needed for travel between campuses
• Ability to maintain emotional control under stress.
• Work with frequent interruptions.

Work Environment:

Hybrid work - Reports to the central office or schools three days a week

Travel Requirements:

Minimal travel: May travel to other school sites or regional offices for professional learning, meetings and other work related activities.

Additional Information

Comprehensive medical, dental, and vision plans with coverage options for employees and their families.

Competitive vacation and flexible paid time off (PTO) policies.

Paid family leave.

Flexible spending account or high-yield HSA.

Employee assistance programs.

KIPP also offers the following employee-paid benefits: legal plans, LifeLock identity protection, life insurance and disability insurance