Registrar and College Counseling Assistant

Tarbut V'Torah Community Day School - Irvine, CA3.0

Under the direction of the Director of College Counseling/Middle and Upper School Principal, independently perform various technical and complex clerical duties related to the permanent records of middle and high school students according to established policies and procedures; utilize specialized automated student information software and hardware; establish, maintain and monitor student records, grades, coursework compiled, and credits earned for graduation; communicate with Director, teachers, administrators, parents and students; assure complete and accurate records.

Essential Job Functions:
Provide clerical and logistical support to the College Counseling Department; respond to inquiries and provide assistance to Director of College Counseling, students and the public; schedule counseling appointments; answer telephone calls, coordinate College Counseling Department events and provide information and assistance to callers, visitors (college admission staff), staff and students.
Perform a variety of independent clerical and technical services; maintain and input student data into assigned database(s); type a variety of correspondence, reports, bulletins, lists and other materials as requested; schedule meetings and appointments as assigned; process a variety of forms and applications.
Oversee and organize standardized testing which includes but is not limited to AP, ACT, SAT, PSAT and the mock ACT. This also includes any communication or registration with students, parents, administration, faculty and staff regarding anything related to standardized testing. In coordination with the ACT Testing Coordinator or SSD Coordinator, assure that students receive approved accommodations.
Oversee and implement student data within Hobsons software system, Naviance, which can include, but is not limited to testing results and college visits, etc.
Confirm AP course ledger with College Board and follow-up regarding any issues with faculty and administration as necessary.
Coordinate UC course approval process with appropriate department chairs and faculty. Ensure new courses or updates are submitted by the appropriate deadlines.
Submit student records as related for eligibility purposes regarding the UC ELC program.
Prepare and maintain student schedules; respond to and process schedule change and class requests; print schedules and class lists; notify teachers and administrators of new students; assist with preparing master schedules; assure related paperwork is received and completed in a timely manner.
Input and ensure the accuracy of master schedule courses; update Course Catalog, assist school staff, administration and teachers regarding master schedule issues; provide and receive information related to master schedules, schedule changes, conflicts and other issues as required.
Prepare materials and Whipple Hill for course registration.
Under the directions of the MS/US Principal, create the master schedule.
Register and enroll new students according to established policies and procedures; verify and assure accuracy of registration information; distribute registration records; request and process foreign, domestic and out-of-district school transcripts; respond to transcript requests.
Coordinate, receive and process student grades, teacher comments and grade changes; prepare and print report cards and progress reports; notify teachers, administration and parents of academic issues; prepare and monitor honor roll.
Establish and maintain student cumulative records, updating with grades and other student information; transfer cumulative records to other schools for exiting students; establish and maintain related filing systems.
Prepare and maintain a variety of records and reports related to students, class schedules, staff and instructional programs; prepare a variety of forms, applications and packets; compile and duplicate related materials as needed.
Participate in other assigned activities such as processing work permit applications.
Independently perform various technical and complete clerical record-keeping duties relating to the enrollment or withdrawal of middle and high school students in compliance with applicable laws, codes, rules and regulations, as well as TVT administrative procedures, including state education codes, privacy and archiving.
Prepare and maintain permanent records, cumulative and learning center files, and demographic information on past, enrolled and incoming students; request necessary records and initiate telephone and written communication with previous schools related to student record history.
Interpret and analyze incoming student national and international transcripts notify administration of student credit deficiencies or unusual placement possibilities.
Communicate with students, parents, administrators, teachers and staff to assure student records are current and accurate; communicate graduation deficiencies and eligibility to appropriate administrators; communicate with a variety of school personnel, parents and outside agencies to exchange information, resolve issues and answer questions.
Respond to inquiries and assist students, administrators, parents and other school personnel regarding student records, transcript requests, graduation, student attendance, statistical information, grade point averages, enrollment procedures and other technical inquiries.
Prepare withdrawal papers, retrieve files and print transcripts; process and forward transcripts, secondary school reports and records to colleges and other institutions from student permanent records according to established guidelines and procedures; assure compliance with deadlines and requirements to assure potential student acceptance.
Compute, record and process repeated classes and grade changes in accordance with school policies; submit grade point averages to appropriate outside agencies; inform administrators of student progress based on changes as applicable.
Assist in general clerical functions of a school office; compose letters related to assigned activities; sign appropriate forms.
Prepare final credit deficiency list of seniors for administrators; compile list of failing grades to create the final list of diploma recipients; post-graduation date on student records file; send final transcripts for graduates complying with college deadlines.
Order graduation diplomas, sashes and faculty robes; coordinate student cap and gown orders with outside vendor.
Maintains the appearance of the College Counseling Center and its bulletin board outside the Center, as well as the Upper School monitor.
Operate a variety of school office equipment including a calculator, telephone, copier, fax machine, typewriter, computer, and assigned software.
Meet with Director weekly to discuss event logistics or priorities as assigned.

Qualifications (preferred):
High school graduate
Bachelor’s degree
Three years of increasingly responsible clerical experience, including at least two years involving student contact in a secondary school setting and maintaining automated and manual records.
Experience with Whipple Hill highly desired.
Knowledge & Skills (preferred)

Knowledge of:
Transcript evaluation and student enrollment procedures and requirements.
School curriculum and detailed course descriptions.
State regulations regarding permanent student records maintenance and confidentiality.
Accurate record-keeping methods and practices.
State and school requirements for graduation.
Advanced data processing and computer student information systems software.
Operation of a computer and assigned software.
Modern office practices, procedures and equipment including filing and typing.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Applicable sections of the State Education Code and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
Telephone techniques and etiquette.
School organization, operations, policies and objectives.

Ability to:
Provide clerical support to Director or College Counseling and Upper School Principal.
Perform a variety of independent clerical and technical services.
Register and schedule students.
Learn laws, rules and regulations related to assigned activities.
Assemble, organize and prepare data for records and reports.
Complete work with many interruptions.
Evaluate, maintain and record course work and credits, grades, test scores and other student data.
Monitor and update student records.
Communicate with students, parents, administrators, teachers and staff to assure student records are current and accurate.
Organize, compile and evaluate data pertaining to student course work, grades and enrollment.
Learn school curriculum and detailed course descriptions.
Learn accreditation of schools and verification procedures.
Interpret and analyze national and international transcripts.
Utilize effective problem-solving and issue resolution skills.
Plan and organize work.
Read, interpret, apply and explain rules, regulations, policies and procedures.
Establish and maintain cooperative and effective working relationships with others.
Operate a computer and assigned software.
Maintain records and prepare reports.
Type or input data at an acceptable rate of speed.
Add, subtract, multiply and divide quickly and accurately.
Work independently with little direction.
Work confidentially with discretion.
Analyze situations accurately and adopt an effective course of action.
Meet schedules and timelines.
Communicate effectively both orally and in writing.

Working Relationships:
Ability to maintain confidential and positive working relationships with administrators, faculty, staff, parents, students, school and community organizations vendors and the general public.