CEHS Registrar - Administrative Specialist

QUALIFICATIONS

Education/Certification: 

Associate’s degree or equivalent work experience required. Bachelor's degree preferred. Hold a valid State of Maine Criminal History Records Check (CHRC) approval.

Special Knowledge/Skills:

• Must be team oriented with excellent interpersonal and communication skills and the ability to interact professionally with students, families and staff.
• Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below.
• Must possess strong organizational skills and attention to detail, as well as the ability to professionally handle multiple projects simultaneously.
• Experience in school administration, student records management, or a related field.
• Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
• Demonstrated computer skills with a strong proficiency in student information systems and Microsoft Office Suite.
• Must be willing to participate in ongoing, in-service training as requested.
• Must maintain a high level of ethical behavior and confidentiality of information as required by law, including FERPA.

Experience:

REPORTS TO: 

JOB OVERVIEW:

PERFORMANCE RESPONSIBILITIES:

Access Control:

Student Records & Data Management:

• Maintain accurate and confidential student records, including enrollment, grades and transcripts.
• Process new student enrollments, transfers, and withdrawals while ensuring proper documentation and compliance with school policies.
• Manage student information in the school database (i.e., PowerSchool) and generate reports as needed.
• Ensure compliance with FERPA (Family Educational Rights and Privacy Act) and other privacy requirements when processing student data.
• Handle functions related to production and distribution of student schedules at the beginning, middle and end of the school year.
• Confirms funding and prepares check requests and correspondence related to student scholarship awards.
• Prepare, organize and send transcripts, records and other documentation related to college and post-secondary applications for students.

Enrollment & Graduation Support:

• Assist students and families with the enrollment process, including verifying residency and required documentation.
• Coordinate and process transcript requests for current students, alumni, scholarships and college applications.
• Work closely with school counselors and administrators to ensure students meet all graduation and credit requirements.
• Organize and advertise available scholarship opportunities for students.

Communication & Customer Service:

• Serve as a primary point of contact for students, parents and staff regarding records, enrollment and scheduling.
• Provide support and guidance to families navigating the enrollment or transfer process.
• Collaborate with teachers, counselors and administration to provide timely and accurate student data.

Administrative & Compliance Duties:

• Prepare state and federal reports related to student enrollment and academic progress and submit them to the Office of the Superintendent for certification and submission.
• Prepares Program of Studies to be submitted to the Office of the Superintendent.
• Use PowerScheduler and the Program of Studies to create student course selection and the master schedule, in consultation with school counselors, administrators and technology department personnel.
• Assist school counselors with student scheduling and registration for courses, ensuring proper class placement.
• Coordinate standardized testing data and student records related to assessments.
• Assist Performs other duties as assigned by the High School Principal and Assistant Principals 
• Assist the Director of Athletics by providing student data for All-Academic Team Honors.
• Organize all aspects of the Maroon Medal Society.
• Initiate and organize theme-based activities (i.e., Military Exploration Day, Trades Day) to expand the possibilities for post-secondary opportunities.

EQUIPMENT USED:

WORKING CONDITIONS:

Mental Demands:

Physical Demands:

Environmental Conditions: 

TERMS OF EMPLOYMENT:

EVALUATION:

NOTE

School Board Approved: 

Revised: