Registrar, Administrative​/Clerical, Education Administration

Purpose

Provide administrative support for the UT High School Diploma Programs by retrieving and maintaining students' records for registration, organizing documentation in online systems, entering data in online systems, scheduling parent online conferences for students, and supporting communications and operations.

• Provide administrative support for UT High School diploma program students and parents during the registration process. Utilize Skyward's New Student Registration system to enroll students in the UT High School Diploma program. Work with other school districts to get official student records, and update and maintain any necessary enrollment tracking documents. Process student withdrawal in Skyward and maintain accurate records in the students' UT Box folder.
• Maintain student records and enter data in Skyward and Mishell for student registration and special programs. Maintain student records related to student enrollments and withdrawals in Skyward and Mishell. Update enrollment and withdrawal codes in both Skyward and Mishell. Oversee records organization in UT Box, cumulative files, and prepare records for archiving. Receive, request, and submit student records utilizing the TREx system through integrated processes with Skyward.
  
  Support UTHS Diploma program students by providing them with the necessary materials including textbooks and lab supplies.
• Prepare and distribute student transcripts by utilizing electronic records, print documents, and the Skyward SIS. Reference TEA transcript and graduation requirements and comply with state, federal, and university policies and practices. Prepare reports for all UTHS students including diploma and independent learner students in areas such as course enrollments, course completions, course progress, withdrawals, graduates, Credit by Exams, and any other necessary areas.
  
  Utilize reports from Skyward and Mishell to keep the UTHS leadership updated on enrollment changes and trends. Notify the counseling staff when diploma program students enroll in and complete a credit by exam to ensure records are updated in a timely manner. Prepare annual reports.
• Provide support for scheduling student and parent conferences and records organization to support students with special needs. Work with the necessary UTHS staff to ensure we have all the necessary records to make informed educational decisions. Coordinate with Validate‑me! for any necessary records credentialing and notify the appropriate staff once official records have been received. Assist the Registration Specialists with review of records and help create a process to ensure UTHS has all necessary records to make informed decisions.
• Assist the UTHS program leaders with activities for program enrollment by communicating with a variety of stakeholders in multiple modes. Utilize online secure folders, Skyward SIS, Canvas LMS, and other systems to integrate information and prepare reports. Contribute as a productive, proactive team member who supports program goals by cross training and working on a variety of diploma program tasks to support students, parents and staff.
  
  Support Ed Services during times of need by answering emails and phones if necessary.

Bachelor's degree and at least three years of experience at the administrative assistant level, or high school diploma and at least five years of clerical experience. At least one year of experience working in customer service, records management, or with educational programs. Excellent technology skills and ability to learn new systems quickly, including knowledge of shared Box folder systems, accessing and maintaining student or customer records, and reading and preparing reports.

Strong organizational skills, accuracy, and attention to detail. Exceptional verbal and written communication skills. Ability to read student transcripts and interpret data efficiently and effectively. Demonstrated ability to take initiative, problem solve, and think critically. Ability to work independently and interact with others in a professional manner to accomplish objectives and support organizational goals. Ability to meet deadlines and maintain schedules.

Bachelor's degree and more than one year of experience at the administrative assistant level, or high school diploma and more than five years of clerical experience. More than one year of experience working in customer service, records management, or with educational programs. Advanced technology skills and ability to train others on new systems. Extensive knowledge of UT systems such as Box folders, Skyward student information systems, and Docusign.

Experience working with student records and transcripts. Experience and knowledge of high school transcripts and state coding for student indicators, such as special education and 504 student information. Experience organizing schedules and multi-tasking. Demonstrated ability to perform effectively and work…