Department Secretary- Registrar​/Guidance

DuPage High School District 88 ADDISON TRAIL HIGH SCHOOL - Addison, Illinois Open in Google Maps

Starting Date: Jan 4, 2027

Addison Trail High School

Department Secretary
- Registrar/Guidance

Available:
January 4, 2027

Title:
REGISTRAR / GUIDANCE SECRETARY

Reports To: Director of Guidance

Duration: 12 Months

Purpose Statement

The Registrar / Guidance Secretary supports the operation of the Guidance Department and the accurate maintenance of student enrollment and academic records. This position coordinates student registration and withdrawals; manages transcripts, grades, and graduation records; provides clerical and communication support to counselors, students, and families; and assists with student services and department activities in accordance with district procedures and applicable confidentiality requirements.

Essential Duties and Responsibilities

Student Enrollment, Registration and Records

• Coordinates registration, enrollment, re-entry, and transfer processes for incoming and current students; reviews required documentation, assists families with online registration, and works with counselors and district staff to complete enrollment.
• Verifies, updates, and maintains student demographic, residency, identity, guardianship, and enrollment information in the student information system; coordinates corrections and reporting with designated district personnel.
• Processes student withdrawals and transfers; explains procedures to families, coordinates clearance requirements, and prepares and forwards records to receiving schools as authorized.
• Creates, maintains, files, retrieves, and archives confidential student records, including incoming ninth-grade, transfer, withdrawn, and graduate files.

Academic Records, Transcripts and Graduation

• Reviews and evaluates domestic and foreign transfer transcripts, applies district credit and proficiency guidelines, and enters approved academic history into student records.
• Enters and verifies grades, credits, and approved grade changes from credit recovery, summer school, alternative programs, independent study, and other approved instructional settings in Power School and SIS, as applicable.
• Processes official and unofficial transcript requests and education verifications through approved systems and communication methods; verifies authorization and releases records in accordance with district procedures and applicable law.
• Prepares academic verification letters and forms for students, families, colleges, military representatives, employers, government agencies, and other authorized requesters.
• Review transcripts, grades, credits, and other graduation requirements to verify student eligibility and maintain accurate graduation records. Maintains and reconciles December, May, and August graduation lists; confirms student names, academic records, and graduation information in collaboration with counselors and other school personnel.
• Coordinates diploma orders, covers, seals, graduation materials, and final-transcript distribution; prepares graduate records for permanent retention or storage.

Guidance Department and Student Services Support

• Provides administrative support to the Director of Guidance, counselors, and related student-services staff, including scheduling, correspondence, document preparation, record retrieval, and student/parent communications.
• Assist counselors and students with the administrative processes related to college applications, scholarships, financial aid, and career exploration.
• Greets students, families, and visitors; responds to inquiries, answers and routes telephone calls and messages, documents relevant contacts, and promptly refers students requiring immediate assistance to appropriate professional staff.
• Coordinates transportation information and communications for students served through McKinney-Vento and designated alternative or out-of-school programs, including GOAL, Achieve, and OSP, in collaboration with transportation providers and district staff.
• Assists with student registrations, counselor meetings, Section 504 meeting arrangements, course selection, AP examination preparation, and college/career-related activities as assigned.
• Coordinates logistics for Guidance Department events, student recognition activities, parent meetings, and presentations, including invitations, room reservations, facility requests, supplies, and event materials.

Communication and Office Operations

• Communicates with families, staff,…