Bourgade Catholic High School

Job Description

School Registrar/Administrative assistant

 

Title: School Registrar/Administrative Assistant

Gen. Class: Classified Staff/Non-exempt

Division: Bourgade Catholic High School

Department: Academics

Supervisor: Assistant Principal

 

Statement of the Job:

The registrar/administrative assistant is responsible for comprehensive oversight, management, and maintenance of the school's student records and files, both electronically and physically; registering and withdrawing students in accordance with established procedures at the high school; accessing and reporting student enrollment and performance data as requested by school leaders; communicating with parents, staff, students, and outside schools and agencies regarding student enrollment. 

The registrar/administrative assistant is responsible for managing incoming phone calls to the administrative office; scheduling student, staff, or parent meetings; preparing and sending communications; preparing materials for administrative meetings; and other various and typical secretarial and clerical tasks as assigned to support the school's administrative team. 

 

Duties of the Job:

Student Records

• Obtain and maintain a variety of permanent student records such as grades, transcripts, immunization records, cumulative folders and all general student data


• Update and manage records in the school’s student information system (SIS)


• Enroll new students, international students, and dual credit students


• Communicate with other schools or outside agencies regarding student records 


• Provides support to the high school summer school program


• Fulfill requests for transfer student records


• Prepare a variety of complex reports 


• Maintain current class lists and grade lists for enrollment verification


• Process all external records requests

 

Student Assessment Reports

• Prepare, record, and report student grades


• Assist in distribution, collection and coordination of testing materials as needed


•  Process senior transcripts for college entrance and scholarships.

 

Substitute Teachers

• Manage all substitute teacher operations__substitute teacher roster; contacting subs for daily assignments; transmitting daily lesson plans from teachers; sub attendance records; long-term sub assignments; etc. 

 

Administrative Assistant to the Assistant Principal

• Provide secretarial support to the Assistant Principal for Academics__managing incoming calls, calendar, appointments, etc.


• Maintain office supply areas


• Monitor office equipment and arrange for services as needed


• Support schoolwide testing programs


• Assist with academic events__student recognition events, graduation, etc. 

 

Additional Job Responsibilities

• Maintains a high level of ethical behavior and confidentiality


• Participates in any in-service training as required by BCHS or DPHX


• Perform any job-related tasks necessary as assigned by the Assistant Principal for the smooth flow of operations within the school


• Contribute to team effort for a professional office environment and maintain good working relationships with all school staff


• Have knowledge of technology and use appropriate software as needed


• Perform duties as assigned for the school’s emergency procedures


• Cover the Attendance Clerk and Receptionist duties when needed


• Perform other related duties as assigned

 

Position requires knowledge of:

• High school graduation requirements


• Operation of a computer and assigned software


• Modern office practices, procedures and equipment.


• Basic statistical and record-keeping techniques


• Data entry and report generation


• Correct English usage, grammar, spelling, punctuation and vocabulary


• Diocesan and school policies and procedures


• Knowledge of Catholic Church teachings

 

Position requires ability to:

• Interpret, apply and explain provisions of Federal, State and Diocesan regulations related to admissions and records.


• Plan, prioritize, and organize work to meet established deadlines


• Work independently with little direction


• Type at 50 words net per minute from clear copy


• Analyze situations accurately and adopt an effective course of action


• Maintain records and prepare reports


• Communicate effectively both orally and in writing


• Establish and maintain cooperative and effective working relationships with those contacted during the performance of required duties, including school personnel, students, parents and the community


• Maintain regular attendance

 

Experience and Education:

• Completion of the 12th grade or equivalent


• Five years responsible secretarial/clerical experience, preferably in a school setting


• Excellent customer service and interpersonal skills


• Excellent computer skills__keyboarding, data entry, information management systems  


• Spanish speaker preferred

 

Required Physical Abilities:

• Hearing and speaking to exchange information in person and on the telephone 


• Seeing to conduct inspections, read, prepare and proofread documents


• Sitting or standing for extended periods of time 


• Dexterity of hands and fingers to operate a computer keyboard and other equipment


• Kneeling, bending at the waist and reaching overhead, above the shoulders and horizontally to retrieve and store supplies


• Lifting heavy objects up to 25 pounds

 

This is a full-time hourly (non-exempt) position.  Schedules will be arranged by administration.