Office Manager​/Registrar

Job Title:

Office Manager / Registrar

Classification:
Full-Time, Exempt

Reports To:

Executive Director

Salary Range: $45,000-$55,000 annually, depending on experience

The Office Manager / Registrar is a key operational leader responsible for overseeing front office operations, student enrollment and records, attendance processes, clerical and financial workflows, and daily administrative systems at AXL Academy. This position serves as the primary registrar, site manager for student data systems, and central point of coordination for school operations.

The Office Manager / Registrar works directly under the supervision of the Executive Director and collaborates closely with school leadership, instructional staff, and support teams. This role also supports the Family and Community Engagement Team and the Marketing Team, assisting with communications, events, outreach, and enrollment efforts.

Front Office & School Operations

• Oversee daily front office operations, ensuring a professional, welcoming, and efficient environment.
• Serve as the primary receptionist; answer phones, direct calls, greet visitors, and support families and staff.
• Manage incoming and outgoing mail, deliveries, and correspondence.
• Maintain organized filing systems (physical and digital) for school and student records.
• Monitor office equipment and supplies (printers, paper, ink) and place orders as needed.
• Act as liaison with vendors, service providers, and the school's cleaning crew.

Registrar & Student Data Management

• Serve as the school's registrar and site manager for student and staff data systems, including Infinite Campus, APEX, and other district-required platforms.
• Manage student enrollment, withdrawals, transfers, and records requests.
• Create, manage, and maintain enrollment applications, lotteries, and student acceptance/decline processes.
• Coordinate APS Online Registration and ensure data accuracy across systems.
• Maintain and update student demographic information, emergency contacts, and compliance documentation.
• Open and close grading windows, manage schedules (PK-8), and support district reporting requirements.
• Coordinate October Count and other state or district reporting processes.

Attendance & Health Support Oversight

• Ensure timely and accurate daily attendance reporting by teachers.
• Issue tardy slips and support attendance follow-up with families as needed.
• Assist with attendance cleanup and family communication regarding absences.
• Supervise attendance-related clerical functions and support the Nurse Para as needed.
• Maintain logs for student health visits and support emergency protocols in coordination with the school nurse.

Financial & Office Management

• Serve as purchase agent for classroom, operational, and event-related expenses in alignment with approved budgets.
• Process classroom supply orders, fieldwork expenses, training registrations, travel arrangements, and food orders as directed by the Executive Director.
• Act as the school's bank liaison.
• Track and log checks, cash, and money orders; prepare weekly deposits.
• Scan and submit invoices to the accounting department within required timelines.
• Maintain physical and digital records of invoices, receipts, and financial documentation.

Supervision & Collaboration

• Supervise front office support positions, including the Records Clerk / Receptionist and Attendance Clerk / Nurse Para, as applicable.
• Provide backup support for front office and health office coverage as needed.
• Coordinate closely with instructional staff, administration, and district partners to ensure smooth daily operations.

Family & Community Engagement and Marketing Support

• Support the Family and Community Engagement Team with event planning, logistics, communications, and outreach.
• Assist with school-wide events such as Orientation, Fall Festival, Multicultural Night, and Continuation ceremonies.
• Support the Marketing Team with enrollment outreach, communications, School Messenger, Class Dojo, and promotional materials.
• Serve as a translator for calls, meetings, and conferences as needed.

Professional Responsibilities

• Participate in professional development and required system trainings.
• Maintain strict confidentiality and compliance with FERPA and school policies.
• Perform other duties as assigned to support the overall mission and operations of AXL Academy.

• High school diploma or equivalent required; associate degree or relevant administrative experience preferred.
• Strong organizational, communication, and customer service skills.
• Ability to manage confidential information and multiple priorities in a fast-paced environment.
• Proficiency with email, spreadsheets, databases, and office equipment.
• Experience with student information systems (Infinite Campus preferred).
• Bilingual (Spanish/English) preferred.
• Ability to work collaboratively and independently.
• Regular and punctual attendance required.

• Regularly required to sit, stand, walk, talk, hear,…