About this role
ADMINISTRATIVE ASSISTANT - REGISTRAR Hills Elementary | Santa Fe South Schools Oklahoma City, OK | 210 Day Contract About Santa Fe South & Hills Elementary Santa Fe South Charter Schools (SFS) is a free public charter school district serving the south side of Oklahoma City for more than 20 years. Our mission is grounded in high expectations, strong relationships, and a deep belief that all students—regardless of background—deserve an excellent, joyful education that prepares them for long-term success. Hills Elementary is one of Santa Fe South's longest-standing elementary campuses, opening during the 2015–2016 school year as the network's second elementary school. Located in a beautifully reimagined former department store in Crossroads Mall, Hills serves students in PreK through 5th grade and reflects the vibrancy, resilience, and strength of the surrounding southside community. Hills is a campus where rigorous academics and joyful classrooms go hand in hand, and where educators are deeply committed to continuous growth, collaboration, and collective responsibility for student success. Position Summary The Registrar serves as the primary steward of student enrollment, academic records, and student information while helping create an exceptional first impression for every family who enters Hilla Elementary. As one of the first people students, parents, and visitors interact with, the Registrar plays a vital role in fostering a welcoming, organized, and professional school environment. This position oversees all aspects of student enrollment, registration, withdrawals, transfers, cumulative records, and student data management while ensuring compliance with district, state, and federal requirements. The Registrar works closely with school leadership, district departments, teachers, and families to maintain accurate records, support operational excellence, and provide outstanding customer service. The ideal candidate is highly organized, detail-oriented, personable, and thrives in a fast-paced environment where building relationships and maintaining accuracy are equally important. Key Responsibilities Student Enrollment & Registration
• Coordinate the complete student enrollment process, including new student registration, transfers, withdrawals, residency verification, and enrollment documentation.
• Guide families through enrollment requirements while providing exceptional customer service.
• Request, receive, review, and maintain student records from previous schools.
• Ensure all required enrollment documentation is complete, accurate, and compliant with district, state, and federal guidelines.
• Assist families with enrollment questions and connect them with appropriate school resources.
Student Records Management
• Maintain accurate cumulative student records and permanent academic files.
• Enter, update, and verify student information within the district's student information system (PowerSchool) with a high degree of accuracy.
• Prepare transcripts, enrollment verification, attendance records, report cards, and other official student documents as requested.
• Ensure student records remain organized, secure, and compliant with FERPA and district policies.
• Process student withdrawals and transfer records promptly.
Data Integrity & Compliance
• Monitor student data for accuracy and completeness.
• Support district, state, and federal reporting requirements through accurate student information management.
• Assist with enrollment reporting, attendance reporting, SchoolSafeID, accreditation, and other required compliance submissions.
• Compile reports and documentation requested by campus or district leadership.
Family & Community Relations
• Serve as one of the primary points of contact for students, families, and visitors.
• Welcome every family with warmth, professionalism, and responsiveness that reflects Santa Fe South's commitment to outstanding service.
• Answer questions regarding enrollment, attendance, records, and school procedures.
• Build positive relationships with families while maintaining professionalism and confidentiality.
• Collaborate with outside schools, agencies, and organizations regarding student records and enrollment.
Administrative Support
• Provide administrative and clerical support to the principal and school leadership team.
• Assist with campus communications, documentation, filing, scheduling, and office operations as needed.
• Support schoolwide events and operational initiatives.
• Participate in staff meetings, professional learning opportunities, and campus initiatives.
• Perform additional duties as assigned by the principal or designated supervisor.
Qualifications Minimum Qualifications
• High school diploma or GED.
• Demonstrated ability to manage confidential information with professionalism.
• Strong organizational skills and attention to detail.
• Excellent customer service and interpersonal communication skills.
Preferred Qualifications
• Previous experience as a school registrar or in school office administration.
• Associate's degree or higher in education, business, office administration, or a related field.
• Bilingual (English/Spanish).
• Experience with PowerSchool or other student information systems.
Knowledge, Skills & Abilities Successful candidates will demonstrate:
• Exceptional customer service with a warm, welcoming, and professional demeanor.
• Excellent written and verbal communication skills.
• Strong organizational and time-management skills with the ability to prioritize multiple responsibilities.
• High level of accuracy and attention to detail.
• Ability to maintain strict confidentiality and exercise sound judgment.
• Proficiency with Microsoft Office, Google Workspace, and student information systems.
• Ability to build positive relationships with students, families, staff, and community partners.
• Ability to remain calm, flexible, and solution-oriented in a busy school office
Why Join Hills & Santa Fe South?
• A collaborative campus culture grounded in coaching, growth, and shared accountability
• Robust instructional coaching and professional development at every stage of your career
• A mission-driven school community that values both academic rigor and student joy
• Competitive compensation and benefits
• The opportunity to make a meaningful impact during one of the most critical years of a child's educational journey in a long-standing, vibrant southside school community