Scope of Work
The Registrar Advisory Contractor supports all aspects of managing student records, including transcripts and graduation requirements, ensuring compliance with academic policies. This role requires excellent communication and customer service skills and the ability to work both independently and in collaboration with relevant stakeholders. Key responsibilities include completing timely reports and documentation according to state and federal special education mandates, attending virtual team meetings to support eligibility determinations for special education or other educational plans, and managing paperwork and data entry to ensure ongoing special education compliance. The contractor will maintain the confidentiality of student information and utilize technology effectively for communication and record-keeping.
Essential Duties & Responsibilities
- Facilitate the registration process by verifying and organizing required records, ensuring all documentation is complete, accurate, and compliant with academic policies.
- Update and manage Academic Achievement Records, including cumulative student records, through accurate data entry in collaboration with the Academics team.
- Prepare and verify lists of graduates, ensuring timely and precise archiving of grades and transcripts for state reporting and future reference.
- Oversee and coordinate the transfer and withdrawal of student records, ensuring accurate and secure transmission to designated recipients.
- Generate and distribute official transcripts upon request from families, institutions, and relevant stakeholders, maintaining high standards of accuracy and confidentiality.
- Enter accurate PEIMS data, including student demographics, leavers, and completions, in alignment with Texas state reporting requirements.
- Request, track, and distribute incoming student records from prior institutions to ensure a smooth onboarding process.
- Draft and release official communications concerning student records, retention policies, and updates for families in Texas Virtual Schools, Stellar Virtual, and affiliated partners as needed.
- Collaborate with academic staff and students to support and monitor graduation plans and CCMR (College, Career, and Military Readiness) objectives.
- Assist in developing and maintaining accurate course schedules and sections within the system, ensuring students are properly placed according to academic requirements.
- Verify and apply appropriate coding for senior students to meet graduation requirements, ensuring compliance for successful graduation tracking and state reporting.
- Perform additional related tasks as requested to support operational and academic objectives.
Knowledge, Skills & Attributes
- Proficiency in MS Excel and MS Word; adaptability to new technologies, including Google Workspace, Google Sheets, and Zoom.
- Familiarity with record maintenance, district policies and procedures, state regulations, and credit requirements.
- Strong organizational, communication, and customer service skills, along with a commitment to maintaining confidentiality and data accuracy.
Education & Certification Requirements
- A minimum of a High School Diploma or equivalent is required.
- At least three (3) years of clerical or secretarial experience is required.
- A certification as a School Counselor, Social Worker, or School Psychologist is necessary to justify expertise in this or similar roles.