About this role
Title: Registrar Calendar/Contract: 183 Days Salary Schedule: Lane 4(C) of the Administrative Assistants Salary Schedule Hours: 8.0 hours/day | 40.0 hours/week Benefits-Eligible: As outlined in the Benefits Guide FLSA Status: Non-exempt Application Note: INTERNAL APPLICANTS ONLY // EMERGENCY HIRE This position will remain open until filled after a minimum of five working days (three working days if EMERGENCY HIRE is indicated). Applications will be reviewed prior to scheduling interviews. Current employees of Weber School District should ensure they are marked as an internal candidate to access to the internal application.
Position Summary The position supports the efficient operation of Innovation High School by fulfilling the combined responsibilities of registrar, attendance aide, and administrative support assistant. Innovation High operates differently from a traditional high school and serves students through multiple enrollment and scheduling models. These include full-time Innovation High students, Weber Online students, split-schedule students, and students who remain enrolled at their boundary high schools but are transported to Innovation High to participate in magnet Career and Technical Education courses. This position coordinates student enrollment, registration, withdrawals, transfers, attendance, course scheduling, and records across these varied programs. Responsibilities include maintaining accurate and confidential student records; monitoring student attendance and participation; preparing required reports and materials; and coordinating with students, families, counselors, teachers, transportation personnel, boundary schools, and district departments. The Registrar also provides administrative and clerical support to the school's administrative assistant and administration and assists with the daily operation of the front office. The individual in this position is required to maintain current CPR certification and serve as a member of the school safety team. As a primary point of contact and visible representative of Innovation High School, this position helps establish the tone and culture of the school and is expected to provide consistently welcoming, courteous, responsive, and professional service. Because of Innovation High School's unique structure and small office staff, this position requires exceptional organization, accuracy, flexibility, communication, problem-solving, customer service, and the ability to manage multiple systems and responsibilities in a fast-paced, nontraditional school environment. Essential Duties and Responsibilities
• Serves as a primary point of contact and representative of Innovation High School by warmly greeting students, families, employees, visitors, and community partners; answering telephone calls promptly and professionally; and connecting individuals with appropriate information, staff members, or resources.
• Provides welcoming, solution-focused customer service and builds positive relationships through patience, respect, discretion, empathy, and professionalism, including when managing sensitive concerns, frequent interruptions, confidential matters, and competing priorities.
• Communicates with students, parents/guardians, employees, other schools, district departments, transportation personnel, law enforcement, and community agencies to provide and obtain information related to enrollment, attendance, student records, scheduling, online learning, magnet programs, and graduation requirements.
• Helps students and families understand Innovation High School's enrollment options, schedules, attendance expectations, Weber Online procedures, magnet programs, transportation options, and other school processes.
• Coordinates enrollment, registration, scheduling, attendance, and student records for multiple student populations, including full-time Innovation High students, Weber Online students, split-schedule students, and students attending magnet CTE courses from other district high schools.
• Collaborates with counselors, registrars, administrators, teachers, and staff at students' boundary schools and across district programs to ensure accurate enrollment, scheduling, attendance, credit, and records management.
• Identifies and helps resolve enrollment, scheduling, attendance, transportation, and records conflicts created by split schedules, shared enrollment, online coursework, and participation across multiple school locations.
• Supports magnet CTE course scheduling by verifying enrollment status, coordinating schedule changes, maintaining accurate class rosters, communicating program information, and assisting with transportation coordination for students traveling to and from Innovation High School.
• Tracks course enrollment, completion, grades, and credits for students participating in Weber Online and other nontraditional or shared-enrollment programs.
• Compiles and verifies required student records and documentation, including birth certificates, transfer documents, immunization records, transcripts, grades, class schedules, addresses, telephone numbers, and other information required by district, state, and federal regulations.
• Performs student enrollment, registration, withdrawal, transfer, and scheduling activities, including interpreting transcripts, reviewing cumulative files, entering information into the student information system, and maintaining accurate enrollment data.
• Reviews incoming student transcripts to ensure alignment with district grading practices, curriculum requirements, course-credit systems, and graduation requirements.
• Maintains accurate and confidential electronic and physical student records across in-person, online, full-time, part-time, split-schedule, and magnet programs, including report cards, graduation checks, failure notices, athletic eligibility, boundary exceptions, permanent records, and other required documentation.
• Monitors permanent-record tracking and storage, report-card distribution, student rosters, enrollment documentation, and other assigned program components to ensure compliance with legal, financial, and administrative requirements.
• Prepares and processes reports, correspondence, and documentation, including grade changes, schedule changes, transcripts and transcript requests, graduation reports, student withdrawals, enrollment reports, and other required school or district materials.
• Monitors daily student attendance; enters, verifies, and corrects attendance records; processes student check-ins and check-outs; and follows established procedures for excused and unexcused absences.
• Monitors and reconciles student attendance across varied schedules, programs, and school locations and communicates discrepancies to the appropriate student, parent/guardian, teacher, counselor, boundary school, or administrator.
• Communicates with students, parents/guardians, employees, and appropriate school personnel regarding attendance concerns, missing documentation, excessive absences, and discrepancies; prepares attendance reports, identifies patterns, and supports attendance improvement, intervention, truancy prevention, and required reporting.
• Evaluates situations involving students, families, employees, visitors, law enforcement, and outside agencies to determine the appropriate action or refer the matter to appropriate personnel.
• Provides administrative and clerical support to the school's administrative assistant and administration, including preparing correspondence, organizing documents, maintaining calendars and files, entering data, and assisting with schoolwide communications, meetings, and events.
• Receives, distributes, and processes forms, mail, deliveries, payments, and other materials in accordance with school and district procedures.
• Maintains inventory of office supplies and assists with ordering and organizing materials to ensure necessary resources are available for daily school operations.
• Assists with school activities and operational needs, including emergency procedures, event preparation, front-office coverage, and other responsibilities necessary for the effective operation of a small-school office.
• Maintains confidentiality and handles sensitive student, family, personnel, and school information in accordance with FERPA, district policy, and applicable state and federal requirements.
• Adapts procedures and workflows to support Innovation High School's evolving programs and nontraditional structure while maintaining accuracy, consistency, and compliance with district, state, and federal requirements.
• Performs other related duties as assigned to support the efficient and effective operation of the school.
Other Duties Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities. Attendance Is an Essential Function of This Position Physical presence at the worksite is an essential function of this position. The role requires in-person collaboration; direct interaction with students, parents/guardians, employees, visitors, and community partners; and access to on-site records, equipment, and resources. Job Requirements and Minimum Qualifications Skills, Knowledge, and Abilities
• Must be able to apply pertinent codes, policies, regulations, and/or laws; operate standard office equipment; perform standard clerical procedures; prepare and maintain accurate records; keyboard; and utilize pertinent software applications.
• Proficiency in PowerSchool and IFAS is preferred.
• Must have knowledge of accounting/bookkeeping principles and concepts of grammar and punctuation.
• Must be attentive to detail; communicate effectively with diverse groups; meet deadlines and schedules; work under time constraints; maintain confidentiality; and work effectively with frequent interruptions.
• Experience: Prior related experience is required.
• Education: High school diploma or equivalent is required.
Weber School District has the right to revise this position description at any time. WEBER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY (EEO) EMPLOYER