About this role
PRIMARY PURPOSE: The Data Controller/Registrar serves as the campus lead for student information management, enrollment and records administration, attendance systems, scheduling support, compliance reporting and registrar functions. The Data Controller/Registrar ensures the integrity of student data, supports TEA/PEIMS reporting requirements, oversees records compliance, manages enrollment and withdrawal processes, and supports campus operations through accurate maintenance of academic and student information systems. QUALIFICATIONS: Education/Certifications (a) High school Diploma or equivalent required. Knowledge & Skills (a) Demonstrated knowledge of registrar practices, student information systems, PEIMS processes, and student records compliance preferred. (b) Knowledge of enrollment procedures, attendance accounting, scheduling systems, and academic records management. (c) Team-oriented with outstanding interpersonal skills (d) Demonstrated creative problem solver with the humility to ask for help when needed. (e) Self-starter with a strong sense of integrity and professional conduct. Preferred Experience (a) Preferred experience working with student information systems, PEIMS processes and student records compliance. (b) Knowledge of enrollment procedures, attendance accounting, scheduling systems and academic records management. MAJOR RESPONSIBILITIES & DUTIES: Collect, maintain, verify, and accurately enter student, staff, scheduling, attendance, and compliance data into district information systems to support campus operations and enable accurate state and federal reporting, including TEA and PEIMS requirements. Manage student records processes, support enrollment and withdrawal procedures, maintain master scheduling and grade reporting systems, and ensure the integrity of campus data and records Data Management, Scheduling and Compliance (a) Collect, enter, maintain and update all data required to support student information systems, including: a. Student demographic and enrollment data b. Attendance and grade reporting c. Transcript and rank-in-class data d. Student scheduling and master schedules e. Instructor file data f. Special program data, including Special Education, LPAC/Bilingual and dropout recovery g. Immunization, social security/sate ID information, language surveys and college entry codes (b) Complete all input documents and update the student database through electronic data transmission. (c) Enter and maintain the campus course master and all courses offered. (d) Verify the accuracy of all processed data, identify discrepancies, and take corrective action to ensure compliance with PEIMS, court reporting, and district requirements. (e) Understand and correctly use student information systems and related technology for data transmission, database inquiry, printed products, scheduling, grade reporting, and attendance. Registrar Functions, Enrollment and Records Management: (a) Process student enrollment and withdrawals and maintain all required supporting documentation. (b) Maintain manual and electronic recordkeeping systems for all systems supported. (c) Input and maintain daily student attendance and issue tardy passes as needed. (d) Request, receive, create, maintain, and route student cumulative records, including records for students new to or exiting the district. (e) Understand and interpret student reports and support campus staff in their use. Compliance, Attendance and Reporting: (f) Support PEIMS and other state reporting requirements by maintaining complete and accurate records. (g) Prepare and mail truancy warning notices and complete documentation related to truancy affidavits and court submissions. (h) Maintain documentation to support audits, compliance reviews, and district reporting requirements. (i) Ensure confidentiality and compliance related to student records and data management. (j) Monitor and maintain student attendance systems, including daily entry, corrections, and reporting. (k) Support truancy prevention processes, notices, and documentation required for legal or district compliance. (l) Support grading cycles, transcripts, rank calculations, graduation documentation (where applicable), and academic records requests. (m) Coordinate records requests for transfers, withdrawals, audits, and verification requests. (n) Serve as a resource to families and staff regarding enrollment, residency documentation, records requests, and student information processes. Campus Coordination and Operational Support: (o) Communicate and collaborate effectively with campus personnel, district departments, and external school districts as needed. (p) Plan and prioritize tasks in alignment with campus needs and departmental calendars. (q) Support campus scheduling, records, and reporting needs throughout the school year. (r) Attend required department trainings and workshops to maintain current knowledge of systems, compliance updates, and best practices. Customer Service and Reception: (s) Provide exceptional customer service to students, families, staff, and community members in a professional, courteous, and solutions-oriented manner. (t) Support front office reception functions, including visitor management, front desk coverage, and assistance with campus communications. (u) Serve as a resource regarding school and district procedures, policies, and general information. (v) Foster a welcoming, organized and service-oriented front office environment. (w) Anything else as assigned by supervisor. MENTAL AND PHYSICAL DEMANDS & ENVIRONMENTAL FACTORS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • Ability to read and interpret documents such as safety rules, district, state and federal requirements related to student records and reporting. • Ability to write routine reports and correspondence. • Demonstrated keyboarding and data entry proficiency, including ten-key skills with a high degree of accuracy and strong attention to detail. • Ability and/or willingness to learn to use and understand Microsoft Office for spreadsheets, letters and other written communication in order to effectively communicate information with employees, staff and families. • Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. While performing the duties of this job, the employee is regularly required to sit; use hands to grasp, handle, or feel; and talk or hear. The employee is regularly required to stand, walk, and reach with hands and arms. The employee must occasionally lift and /or move up to 25 pounds.