Registrar, Administrative​/Clerical, Clerical

Part-Time Registrar

Ignite Learning Academy (ILA) is an accredited, fully online K-12 school dedicated to providing high-quality, personalized education for students nationwide. Our innovative learning environment is designed to meet the unique needs of each student, empowering them to achieve academic excellence while fostering creativity, critical thinking, and a love for learning.

The Part-Time Registrar is responsible for maintaining accurate and complete student academic and enrollment records and supporting the day-to-day administrative functions related to enrollment, scheduling, transcripts, and graduation requirements. This position plays an important role in ensuring the integrity, accuracy, confidentiality, and accessibility of student records throughout the student lifecycle.

This is an in-person, part-time position based in the DFW area of Texas. The Registrar will work from a private office located within a shared professional workspace. While this position works on-site, many colleagues and members of the broader school team work remotely. The successful candidate must therefore be comfortable working independently, managing responsibilities with limited in-person supervision, and communicating effectively with a distributed team through email, phone, and virtual meetings.

Student Records

• Maintain complete, accurate, organized, and confidential student records.
• Process new student enrollments and student withdrawals.
• Request records from previous schools and send official student records to receiving schools as appropriate.
• Maintain and update student demographic information, emergency contacts, enrollment status, and other required information.
• Review student files to identify missing or incomplete records and follow up as necessary.
• Ensure student records are maintained in accordance with school policies and applicable record-retention and confidentiality requirements.

Enrollment & Admissions

• Process enrollment paperwork and verify that required documentation has been received and properly recorded.
• Review and verify birth certificates, immunization records, residency documentation, and other required enrollment documents, when applicable.
• Coordinate closely with admissions and enrollment staff to ensure student information is accurate and enrollment files are complete.
• Assist with admissions and enrollment phone calls and family follow-up during high-volume enrollment periods, as needed.

Student Scheduling

• Build and maintain student schedules.
• Process course additions, withdrawals, and schedule changes throughout the school year.
• Work with school staff to ensure students are appropriately scheduled based on academic needs and program requirements.
• Maintain accurate course enrollment information within the school's student information systems.

Academic Records

• Maintain accurate grades, credits, course histories, and other academic records.
• Review incoming records and record transfer credits from previous schools.
• Evaluate transcripts for transfer students and accurately enter applicable coursework and credits.
• Ensure credits are appropriately categorized and applied toward graduation requirements.
• Identify discrepancies or missing academic information and coordinate with appropriate staff to resolve them.
• Assist in monitoring student progress toward meeting graduation requirements.

Transcripts, Diplomas & Official Documents

• Prepare official and unofficial student transcripts.
• Process transcript and records requests from students, families, colleges, employers, other schools, and authorized third parties.
• Provide enrollment and student-status verification upon request and when appropriately authorized.
• Verify graduation eligibility and completion of diploma requirements.
• Prepare and print diplomas, transcripts, and other graduation-related documents.
• Maintain accurate records regarding diploma issuance and graduation status.

Student Information Systems

• Enter and maintain accurate student information within the school's student information and records-management systems.
• Conduct routine reviews of student data to identify errors, missing information, or inconsistencies.
• Ensure information is updated promptly when changes occur.
• Maintain a high level of accuracy when entering, reviewing, and reporting student data.
• Protect confidential student and family information and follow all applicable privacy and security procedures.

Family & Staff Support

• Respond professionally and promptly to parent and student questions regarding records, transcripts, enrollment verification, and related matters.
• Assist counselors, administrators, teachers, enrollment staff, and other authorized personnel with student records and academic information.
• Provide verification of enrollment and other official documentation upon request.
• Communicate clearly with families regarding missing documentation or information needed to complete student records.
• Collaborate effectively with colleagues who work remotely through phone,…