Administrative Assistant – Registrar

Position Summary

The Administrative Assistant/Registrar supports the effective daily operations of the school by serving as the primary receptionist, administrative support professional, and manager of student records. This role is often the first point of contact for families and visitors and is responsible for maintaining accurate student data, enrollment records, and compliance documentation.

Assist the Chief School Administrator and Head of Schools in the daily operation of the school. Serve as an ambassador for the school by welcoming parents, students, and visitors and modeling professional, positive interactions. Provide helpful, friendly, and proactive customer service; resolve minor issues independently and refer more serious matters to appropriate staff. Provide comprehensive clerical and administrative support including word processing, correspondence, reports, scheduling, mail distribution, and maintaining both general and confidential filing systems.

Perform daily receptionist duties: greet visitors, answer phones, manage inquiries, and direct individuals appropriately. Monitor and maintain office and school supplies; oversee copier usage and assist with copying needs. Support the overall mission and culture of the school and contribute to a positive, student-centered environment. Ensure timely and accurate communication of messages (phone, email, in‑person), maintain notice boards, update schedules, and distribute mail.

Assist with digital communication: send school‑wide emails, post newsletters to the website, and prepare printed communications as needed. Generate and prepare administrative reports based on requested data.

Maintain strict confidentiality and comply with all data protection laws and school policies. Process student admissions in accordance with school policy; maintain complete and organized student records. Enter and update detailed student data in school information systems; maintain the student database, attendance records, and transcripts. Maintain enrollment files, family financial accounts, and student records in compliance with ODE, OECG, CYO, and requirements for private and federal grants (Fall, Summer Enrichment, Entrepreneurship, Art Club, Athletics, etc.).

Prepare registration and enrollment materials for all school programs (Fall, Extended Day, Summer, Athletics, Entrepreneurship, etc.). Schedule enrollment appointments, testing sessions, and interviews for new students. Track student enrollment, SSID numbers, and school‑issued technology. Set up classes, teachers, and schedules in FACTS. Communicate with prospective and current families via phone, email, letters, and parent alerts. Update enrollment packets as needed.

Coordinate tasks with office assistants and volunteers.

• Responsible for interfacing with the Ohio Department of Education, SCJFS, and other agencies, including:
• Jon Peterson Scholarship (IEP files and records)
• NS3 Reports
• ADM Reports
• Title XX
• Transportation
• Ohio School Choice Scholarship

Processing attendance, tracking funding, and submitting required documentation via SAFE accounts.

Attendance Management:
Check and maintain daily attendance. Contact parents when a student is absent without notification. Communicate with families regarding excessive tardiness (five or more per quarter).

Food Program & Demographic Reporting:
Collect and process Free and Reduced Lunch applications for demographic reporting and compliance.

Safeguarding & Security:
Maintain the security of school property in accordance with school procedures and legal requirements; report safety concerns promptly. Maintain the visitor logbook and ensure all visitors and contractors wear visible identification badges.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Ability to maintain attention and focus in a busy environment with frequent interruptions.
• Ability to prioritize tasks, manage…