Description:
Location: Dallas/Fort Worth, Texas
Reports to: VP of Operations
Part-Time, Hourly
About Us: Ignite Learning Academy (ILA) is an accredited, fully online K-12 school dedicated to providing high-quality, personalized education for students nationwide. Our innovative learning environment is designed to meet the unique needs of each student, empowering them to achieve academic excellence while fostering creativity, critical thinking, and a love for learning.
Job Summary:
The Part-Time Registrar is responsible for maintaining accurate and complete student academic and enrollment records and supporting the day-to-day administrative functions related to enrollment, scheduling, transcripts, and graduation requirements. This position plays an important role in ensuring the integrity, accuracy, confidentiality, and accessibility of student records throughout the student lifecycle.
This is an in-person, part-time position based in the DFW area of Texas. The Registrar will work from a private office located within a shared professional workspace. While this position works on-site, many colleagues and members of the broader school team work remotely. The successful candidate must therefore be comfortable working independently, managing responsibilities with limited in-person supervision, and communicating effectively with a distributed team through email, phone, and virtual meetings.
Essential Duties and Responsibilities
Student Records
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Maintain complete, accurate, organized, and confidential student records.
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Process new student enrollments and student withdrawals.
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Request records from previous schools and send official student records to receiving schools as appropriate.
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Maintain and update student demographic information, emergency contacts, enrollment status, and other required information.
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Review student files to identify missing or incomplete records and follow up as necessary.
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Ensure student records are maintained in accordance with school policies and applicable record-retention and confidentiality requirements.
Enrollment & Admissions
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Process enrollment paperwork and verify that required documentation has been received and properly recorded.
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Review and verify birth certificates, immunization records, residency documentation, and other required enrollment documents, when applicable.
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Coordinate closely with admissions and enrollment staff to ensure student information is accurate and enrollment files are complete.
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Assist with admissions and enrollment phone calls and family follow-up during high-volume enrollment periods, as needed.
Student Scheduling
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Build and maintain student schedules.
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Process course additions, withdrawals, and schedule changes throughout the school year.
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Work with school staff to ensure students are appropriately scheduled based on academic needs and program requirements.
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Maintain accurate course enrollment information within the school's student information systems.
Academic Records
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Maintain accurate grades, credits, course histories, and other academic records.
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Review incoming records and record transfer credits from previous schools.
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Evaluate transcripts for transfer students and accurately enter applicable coursework and credits.
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Ensure credits are appropriately categorized and applied toward graduation requirements.
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Identify discrepancies or missing academic information and coordinate with appropriate staff to resolve them.
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Assist in monitoring student progress toward meeting graduation requirements.
Transcripts, Diplomas & Official Documents
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Prepare official and unofficial student transcripts.
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Process transcript and records requests from students, families, colleges, employers, other schools, and authorized third parties.
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Provide enrollment and student-status verification upon request and when appropriately authorized.
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Verify graduation eligibility and completion of diploma requirements.
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Prepare and print diplomas, transcripts, and other graduation-related documents.
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Maintain accurate records regarding diploma issuance and graduation status.
Student Information Systems
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Enter and maintain accurate student information within the school's student information and records-management systems.
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Conduct routine reviews of student data to identify errors, missing information, or inconsistencies.
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Ensure information is updated promptly when changes occur.
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Maintain a high level of accuracy when entering, reviewing, and reporting student data.
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Protect confidential student and family information and follow all applicable privacy and security procedures.
Family & Staff Support
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Respond professionally and promptly to parent and student questions regarding records, transcripts, enrollment verification, and related matters.
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Assist counselors, administrators, teachers, enrollment staff, and other authorized personnel with student records and academic information.
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Provide verification of enrollment and other official documentation upon request.
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Communicate clearly with families regarding missing documentation or information needed to complete student records.
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Collaborate effectively with colleagues who work remotely through phone, email, messaging, and virtual meetings.
Additional Responsibilities
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Assist with admissions calls and enrollment-related responsibilities during busy enrollment seasons.
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Provide administrative support to other departments when needed.
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Participate in virtual staff meetings, training, and other school meetings as required.
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Maintain organized electronic and physical records and an orderly, professional office environment.
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Perform other duties as assigned based on the operational needs of the school.
Requirements:
Required
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Associate's degree or equivalent number of credits and/or experience
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Strong organizational skills and exceptional attention to detail.
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Ability to accurately manage large amounts of student information and documentation.
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Strong written and verbal communication skills.
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Professional and courteous communication skills when interacting with families, students, staff, and outside organizations.
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Ability to maintain strict confidentiality when handling student, family, and school information.
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Strong computer skills and ability to learn new student information and records-management systems.
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Ability to prioritize multiple responsibilities and meet deadlines.
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Ability to work independently and remain productive with limited in-person supervision.
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Dependable, self-motivated, and comfortable working in an environment where most colleagues collaborate remotely.
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Ability to work consistently from the designated Texas office location.
Preferred
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Bachelor's degree.
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Previous experience as a school registrar, records coordinator, administrative assistant, enrollment specialist, or similar position.
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Previous experience working in a K–12 school environment.
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Experience reviewing high school transcripts and evaluating transfer credits.
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Knowledge of high school graduation requirements and academic credit systems.
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Experience using student information systems (SIS) or school records-management platforms.
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Experience with school enrollment, admissions, or student scheduling.
Knowledge, Skills & Abilities
The successful candidate will demonstrate:
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Exceptional accuracy and attention to detail.
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Strong recordkeeping and data-management skills.
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Sound judgment when handling confidential information.
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The ability to identify discrepancies and proactively resolve record-related issues.
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Strong time-management and prioritization skills.
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The ability to communicate effectively with both families and school personnel.
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Comfort working independently while remaining highly connected and responsive to a remote team.
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A service-oriented approach to supporting students, families, and colleagues.
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Flexibility and willingness to assist with responsibilities outside of traditional registrar duties when school needs require additional support.
Work Environment
The employee will work from a private office within a shared professional workspace. Because many members of the school team work remotely, regular communication and collaboration will take place through phone, email, messaging platforms, and virtual meetings.
The position requires a high degree of independence, reliability, discretion, and personal accountability. The Registrar must be able to manage daily responsibilities without continuous on-site supervision while remaining accessible and responsive to colleagues, students, and families during scheduled working hours.
Ignite Education Group/Ignite Learning Academy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
