Registrar, Administrative​/Clerical, Education Administration

Registration Office Supervisor

The Registrar is responsible for the operation of campus registration office: e.g., maintaining student information and records in accordance with the Arizona Revised Statutes and other federal, state, and local guidelines; preparing related reports as required by outside entities, e.g., the Arizona State Department of Education; answering inquiries related to residence; monitors student record-keeping procedures; performing specialized tasks in building the master schedule;

registering students; scheduling classes; and maintaining attendance and other student records.

Essential functions include supervising and coordinating work of all assigned registration staff; making input for staff evaluations; training staff; assuring accuracy and completeness of data entry performed by registration office staff. Coordinates and performs work related to Student Accountability Information System (SAIS) to assure compliance with statute and complete and accurate funding. Creates and maintains all data required by SAIS, including data on students in special categories (e.g., ELL students, ESS students, foreign exchange students, homeless students, emancipated students;

and students with surrogates, guardians or in loco parentis situations). Submits all required school SAIS reports to the Arizona Department of Education (ADE). Receives, interprets, and follows through on ADE reports on submitted SAIS data; downloads required ADE reports and makes necessary corrections; forwards ADE reports to appropriate campus staff as required. Audits and corrects monthly SAIS submissions to assure completeness and accuracy of data;

e.g., identifies data errors and systems errors, performs mass changes to correct data, runs and analyzes validation reports. Maintains and reports SAIS information on students who are dually enrolled; e.g., at Metro Tech or in community colleges. Assists school administrator in developing the master schedule and in changing computerized class schedules; analyzes computerized reports and makes recommendations based on pre-enrollment information to the responsible administrator, e.g., related to the appropriate placement of class sections.

Creates and maintains computerized enrollment information, e.g., for the teacher master file, student master file, student schedule file, and attendance file. As directed, manages and trains classified staff on related systems, e.g., the Student Information System [Online Attendance (OLA and Online Grades (OLG)]. As directed, notifies faculty of required dates for registration, attendance reports, grades, and deficiency notices. Supervises verification of students' grades and attendance with data in teacher's roll book;

maintains grade and attendance data. Supervises the input of information on students: e.g., class schedules, attendance records, class ranking, grades and deficiencies, withdrawals, excused absences, and suspensions. Receives and processes transcript certification documents. Creates queries, prepares and distributes reports related to enrollment, residency, attendance, and other areas of registration as requested. Oversees the creation and distribution of information and reports to governmental agencies, schools, colleges and universities.

Prepares and distributes reports as requested by District offices, principal, other unit administrators, teachers, and other campus staff. Works with appropriate District staff to properly identify, document and place students with special needs (e.g., ELL students, ESS students, foreign exchange students, homeless students, orphaned students, and migrant students); assures appropriate forms and data are maintained. Orders and maintains registration office supplies and materials.

Maintains information and calculates statistics on subsets of the student population; e.g., graduates and non-graduates, ESS students, ELL students, magnet students, and open enrollment students. Provides information and assistance on registration topics; e.g., registration, attendance and grades, to staff, students, parents and other interested parties. Supervises and assists in maintaining student…