Job Description: Registrar/Administrative Assistant (Temporary)
FLSA Status: Non-Exempt (Full Time)
Department: Administration
Reports to: Head of Middle School
Temporary Position From: 9/21/2026 - 12/30/2026
Summary Description
The Registrar/Administrative Assistant is responsible for performing administrative duties including: answering incoming calls, meeting and greeting guests. The Registrar performs key tasks related to the compilation and maintenance of student records and files while ensuring information is accurate, current, and compliant with licensing and accreditation standards.
Essential Duties and Responsibilities
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Handles student transfers and withdrawals and accurately codes information into the student information system.
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Maintains records on students, including but not limited to registration, special education student files, cumulative student files, class scheduling, and transfer records.
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Prepares, reviews, and balances monthly attendance reports and monitors the validation and verification process for timely submission of monthly attendance reports.
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Prepares college, scholarship, and other applications requested through the Counseling Department.
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Confirms student data to Federal, State, and Local government agencies, and other authorized agencies as mandated.
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Coordinates and reorders student records based on student promotion, graduation, and retention.
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Updates, posts and files student testing results including college and career readiness tests and the state testing program.
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Prepares transcripts for students and graduates.
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Assists the Counseling Department with student recognition and awards programs.
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Performs general office duties as assigned by administrator or designee to include, but not limited to, answering telephones, assisting staff and students, receiving and distributing faxes and mail, preparing correspondence, maintaining appropriate level of office supplies, and filing.
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Organizes, plans, and coordinates divisional activities (ordering, organizing, etc.).
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Ensures that coverage and substitutes are coordinated when teachers are absent.
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Assists the Division Director with the management of schedules and calendars
Qualification Requirements
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Possession of high school diploma or GED certificate.
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Minimum of two to three years of relevant work experience.
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Ability to accurately prepare and maintain computerized records and systems.
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Thorough knowledge of standard office practices, procedures, and equipment.
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Ability to type accurately; familiarity with Google Workspace.
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Must possess the ability to establish and maintain effective working relationships with students, employees and the general public.
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Excellent organizational skills and attentive to details.
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Ability to interpret and follow oral and written instructions and directions.
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Ability to communicate effectively both orally and in writing.
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Ability to exercise discretion and maintain confidentiality.
PHYSICAL REQUIREMENTS
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Prolonged periods standing or sitting at a desk and working on a computer.
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Must be able to lift up to 15 pounds at times.
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Ability to move files, open filing cabinets and bend or stand as necessary.
Mission Statement
The Pine School is an independent college preparatory school educating students in Kindergarten through 12th Grade. We promote academic, artistic and athletic excellence in a close-knit learning environment that extends from the classroom to our expansive natural campus and beyond. Our challenging curriculum cultivates intellectual curiosity and honors each student’s voice as we strive for inclusivity. From a strong sense of community and connection, The Pine School students become inspired and prepared to navigate a complex and changing world.
Statement of Diversity, Equity, Inclusion and Access
We at The Pine School are committed to continuous growth by examining and learning from diverse perspectives as an active, necessary pursuit. We encourage the respectful expression of different life experiences, thoughts, and opinions and cultivate an atmosphere in which thoughtful dialogue can flourish. We recognize and appreciate all abilities, colors, family structures, gender identities, national or ethnic origins, races.
Equal Employment Opportunity Statement
The Pine School is committed to the principle of equal opportunity in employment. It is Pine’s policy to provide equal employment opportunities and administer terms and conditions of employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.
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