The Registrar is responsible for the accuracy, integrity, confidentiality, and maintenance of student academic records and serves as a primary steward of student academic data at Montverde Academy. The Registrar administers processes related to course registration, student scheduling, grading, transcripts, graduation records, enrollment status, and official academic reporting. The Registrar is responsible for the accurate configuration and maintenance of academic information within Veracross, the Academy's Student Information System, and works collaboratively with academic leadership, faculty, counselors, College Counseling, Enrollment Management, the Business Office, students, and families. This position plays a critical role in supporting effective academic operations and student success by ensuring that academic records are complete, accurate, secure, and readily available to authorized users. This role is exempt, working full time, on a 12 month schedule.
Student Records and Records Compliance
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Maintains complete and accurate academic records for currently enrolled students in Veracross, including information related to courses, credits, grades, enrollment status, and academic progress.
- Maintains permanent academic records for Montverde Academy alumni and students who have withdrawn from the Academy.
- Processes requests for official and unofficial transcripts, student records, alumni records, and apostilles in accordance with established Academy procedures.
- Maintains the confidentiality and security of student educational records and ensures that records are released only to authorized individuals and organizations in accordance with applicable laws, regulations, and Academy policies.
- Collaborates with College Counseling and other appropriate offices to ensure the accuracy and timely availability of transcripts and academic records needed for college applications and other student purposes.
- Collaborates with the Business Office and Enrollment Management to establish and reconcile official student enrollment information.
- Communicates with the Business Office and Enrollment Management regarding withdrawals, financial holds, enrollment-status changes, and other circumstances affecting official student records.
- Coordinates with appropriate departments when students withdraw from Montverde Academy to ensure that changes are accurately reflected in Veracross and related systems.
- Maintains familiarity with the Academy's graduation requirements, academic policies, AP program, Dual-Enrollment agreements, and applicable FHSAA and NCAA eligibility requirements.
- Maintains records associated with Dual-Enrollment participation, verifies student eligibility based upon established requirements, and ensures that applicable Dual-Enrollment courses and grades are accurately reflected on student transcripts.
Course Registration and Student Scheduling
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Updates and maintains course records, course offerings, and related academic information in Veracross for each academic year.
- Works collaboratively with Upper School Deans and school counselors to coordinate student course recommendations, requests, and registration.
- Collaborates with the Upper School Deans and Dean of Faculty in the development of the master schedule based upon approved course offerings, student requests, staffing, room availability, and other academic considerations.
- Is responsible for the accurate configuration and implementation of the approved master schedule within Veracross.
- Works with Upper School Deans and school counselors to generate accurate individual student schedules.
- Processes approved schedule changes throughout the academic year and maintains appropriate documentation and records of those changes.
- Produces and distributes student schedules and related scheduling reports as needed.
Grading, Transcripts, and Graduation Records
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Configures marking periods, grading processes, report cards, and transcript settings in Veracross for each academic year.
- Coordinates the accurate collection, maintenance, and reporting of student grades.
- Processes approved grade changes in accordance with established Academy procedures.
- Publishes report cards according to the Academy's academic calendar.
- Produces official transcripts, credit analyses, grade reports, and other academic records as required.
- Produces transcripts and final academic records for graduating seniors.
- Collaborates with the Dean of the Upper School, College Counseling, and other appropriate academic personnel to monitor student progress toward fulfillment of graduation requirements.
- Produces academic standing, grade distribution, academic jeopardy, graduation-progress, and other student-record reports for academic leadership.
- Provides appropriate academic and statistical reports to authorized school offices as requested.
Data Integrity and Reporting
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Serves as a primary steward of student academic data within Veracross and promotes consistent, accurate data-entry and records-management practices.
- Conducts periodic reviews and audits of student academic records to identify and resolve discrepancies.
- Works with appropriate departments to reconcile student information across Veracross and related systems.
- Maintains accurate student and family information within the areas of Veracross assigned to the Registrar.
- Responds to authorized internal and external requests for academic, enrollment, and student-record data.
- Generates recurring and ad hoc reports necessary to support academic operations, enrollment reporting, graduation review, accreditation, and institutional decision-making.
- Maintains appropriate documentation of Registrar procedures, academic-record processes, and annual workflows.
- Supports appropriate records-retention and archival practices for student academic records.
Veracross, Canvas, and Educational Systems Coordination
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Serves as a key resource for the accurate maintenance of academic records, courses, schedules, and enrollment information in Veracross.
- Collaborates with the Director of Innovation and Educational Technology to ensure that courses and academic information reflected in Canvas align accurately with Veracross.
- Communicates course changes, student schedule adjustments, faculty-assignment changes, and other relevant updates that affect Canvas or connected educational systems.
- Assists faculty and staff in understanding workflows and processes involving the integration of Veracross, Canvas, and student academic records.
- Identifies data discrepancies or system-process concerns and works collaboratively with appropriate personnel to resolve them.
- Participates in testing, implementation, and refinement of academic-system processes affecting the Registrar function.
Qualifications:
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Bachelor's degree required
- Previous experience in a school registrar, student records, academic operations, school administration, or comparable data-intensive role preferred.
- Experience working with a student information system required; experience with Veracross strongly preferred.
- Experience with Canvas or another learning management system is desirable.
- Strong understanding of student records, transcripts, credits, grading, course scheduling, and related academic processes preferred.
- Demonstrated ability to maintain a high degree of accuracy when managing complex records and large volumes of data.
- Strong organizational, time-management, and project-management skills with the ability to manage multiple priorities and recurring deadlines.
- Strong technology skills, including proficiency with spreadsheets, reporting tools, and database-driven systems.
- Demonstrated commitment to data integrity, confidentiality, and student privacy.
- Excellent written and verbal communication skills.
- Strong interpersonal and collaborative skills and the ability to work effectively with administrators, faculty, staff, students, families, alumni, and external organizations.
- Ability to exercise sound judgment and discretion when handling sensitive or confidential information.
- Ability to analyze problems, identify discrepancies, and develop effective solutions.
- Ability and willingness to learn new technologies, systems, policies, and procedures.
Physical Requirements:
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While performing the duties of this job, the employee is regularly required to stand/sit for extended periods of time.
- Must be able to ascend and descend stairs, as well as stoop, kneel, crouch, or crawl.
- Ability to move about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
- Constantly uses speech and hearing to communicate to a diverse population.
- Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
- Occasionally moves/lifts up to 25 pounds.
