Loudoun County Public Schoolsposted 8 months ago
Full-time
Ashburn, VA
Educational Services

About the position

The Registrar at Loudoun County Public Schools plays a crucial role in supporting new families and ensuring that students are registered in compliance with state and local regulations. This position involves the meticulous maintenance of student records, which encompass attendance, immunization, grades, and transfer information. Registrars are essential administrative professionals who not only manage these records but also assist school administrators and counselors with various administrative tasks. Their responsibilities include handling reporting duties, processing transcript requests, maintaining schedules, preparing necessary documents, and alerting higher-level administrators to potential issues that may arise. In addition to these core responsibilities, the Registrar is the first point of contact for families and the public, responding to inquiries and directing them to the appropriate resources. They are responsible for collecting the necessary information to register new or transferring students, ensuring that all required documentation is submitted, and maintaining a waitlist as needed. The Registrar also plays a vital role in managing school entry, verifying and documenting personnel entering and leaving the school premises, and ensuring student attendance is accurately recorded. This includes contacting parents or guardians to follow up on absences and working with attendance officers to address truancy concerns. The Registrar is tasked with enrolling students into the student information systems, either manually or through online pre-registration. They also direct students needing evaluation for English language skills or special education services to the appropriate offices. Maintaining student records according to Loudoun County Public Schools guidelines is a critical function, as is preparing files for summer transfers and reviewing incoming student files. The Registrar must also keep various logs, spreadsheets, and correspondence organized and accurate, ensuring confidentiality and security of student records. Additionally, the Registrar collaborates closely with the Senior Registrar and other departments to manage unique registration scenarios and assists families with activating the ParentVUE system. Staying updated on pupil accounting changes and requirements at both the state and local levels is essential for this role, as is coordinating translation services when necessary.

Responsibilities

  • Responds to requests for information from the public, parents, staff, and other interested parties.
  • Answers questions within area of authority and directs callers/visitors to appropriate locations or staff members.
  • Collects required information to register new or transferring students and ensures all required documentation is provided.
  • Submits registrations and maintains waitlist.
  • Manages school entry and verifies/document all personnel entering and leaving the school premises.
  • Verifies student attendance and contacts parents/guardians to complete follow-ups, documenting absences, tardiness, and early pickups.
  • Works with attendance officers to identify attendance truancy concerns.
  • Enrolls students into the student information systems manually or processes online pre-registration.
  • Directs students needing evaluation of English language skills or special education services to the appropriate offices.
  • Assembles, prepares, and maintains student scholastic records per LCPS guidelines.
  • Prepares student files for summer transfer and reviews all incoming student files.
  • Prepares, provides, and maintains various logs, spreadsheets, paperwork, forms, and correspondence to ensure accuracy and completeness.
  • Files documents and maintains an organized, confidential, and secure area for student records.
  • Makes copies and sends documents electronically, by fax, or via mailing.
  • Collects legal documentation and works with the Senior Registrar to maintain accurate data affecting ParentVUE and StudentVUE systems.
  • Works closely with the Senior Registrar, special permission office, transportation, and the McKinney Vento liaison regarding unique registration scenarios.
  • Assists families with activation of the ParentVUE system.
  • Stays current on pupil accounting changes/requirements at the state and local level.
  • Coordinates resources to provide translation services/interpreters where needed.

Requirements

  • High School diploma or GED required.
  • Demonstrates effective oral and written communication skills.
  • Strong organization, interpersonal, and decision-making skills.
  • Knowledge of MS Word, Excel, and Outlook.
  • Ability to make all families feel welcome in the school and community.
  • Ability to work efficiently and ensure accurate data entry.
  • Exceptional customer support skills.
  • Demonstrates ability to ensure confidentiality, discretion, and sensitivity to diverse family situations.
  • Ability to work at a very fast pace and multitask.
  • Knowledge of school-based software and data systems preferred.
  • Knowledge of student information systems and reporting requirements preferred.

Nice-to-haves

  • Knowledge of school-based software and data systems preferred.
  • Knowledge of student information systems and the complexities of reporting requirements preferred.
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