Administrative Assistant - Registrar

Administrative Assistant I - High School Registrar

The Faribault Public Schools is seeking a highly organized, detail‑driven, and student‑centered Administrative Assistant I - High School Registrar to manage and safeguard student academic records for grades 9–12. This critical role supports students, families, counselors, administrators, and external partners by ensuring accurate records, compliance with state and district requirements, and smooth transitions from admission through graduation and beyond. The position is 240 days per year for 8 hours per day with an hourly rate of $27.46.

If you thrive in a fast‑paced educational environment, value accuracy and confidentiality, and enjoy supporting students’ postsecondary pathways, we encourage you to apply.

Student Records & Data Integrity

• Maintain all cumulative student records for grades 9–12, including transcripts, GPA calculations, class ranks, and grade reports
• Ensure strict confidentiality of all student records and sensitive information
• Evaluate and process records for new and returning students from a wide range of educational settings
• Create and maintain accurate credit evaluations and credit sheets for incoming students
• Post grades and credits from PSEO, online providers, and transferring districts
• Enter eligible 8th‑grade high school math credits and bilingual State Seal designations on transcripts

Registration, Enrollment & Scheduling Support

• Support admissions, registration, withdrawal, and transfer processes
• Assist with registration activities including course requests, credit checks, and prerequisite verification
• Perform grade changes at quarter and semester transitions
• Update Student Information System terms to ensure accurate reporting timelines
• Collaborate with the CVSEC (18–22 Transition Program) to maintain graduate records

Graduation & Postsecondary Readiness

• Ensure all graduation requirements are met in accordance with the board‑approved district handbook
• Calculate final GPAs and determine Distinguished Graduate awards
• Distribute final transcripts to colleges, NCAA, military, workforce, and other institutions upon request
• Compile graduation statistics and reports for each graduating class
• Maintain and update the high school profile for colleges and external agencies
• Process transcript requests for past graduates

Scholarships, Testing & Student Support

• Coordinate scholarships and Senior Awards Night
• Evaluate scholarship applications for completeness, eligibility, and deadlines
• Prepare, track, and report scholarship data
• Support scholarship committees with criteria and compliance questions
• Organize and onboard new scholarship opportunities
• Coordinate scholarship payments with colleges
• Assist with ACT and Pre‑ACT testing logistics
• Support counselors with senior meetings related to graduation, college applications, and scholarships
• Maintain College & Career Exploration platform data and track student postsecondary plans

Compliance & External Reporting

• Complete verification forms for agencies including social services, housing, military, MN DHS, Dream Act, and child support
• Update course requirements annually with the Athletic Director for NCAA eligibility
• Provide support for the Minnesota Direct Admissions process

Collaboration & Office Support

• Assist with workflow coordination and task management within the office
• Communicate effectively with internal staff and external educational institutions
• Perform other duties as assigned by administration

• High school diploma or GED required; two years post‑secondary degree preferred
• Bilingual in Spanish/English or Somali/English
• Minimum of two (2) years of experience in a related role (public school experience preferred)
• High level of integrity and professionalism regarding confidential information
• Strong organizational, multitasking, and problem‑solving skills
• Ability to work independently and collaboratively in high‑pressure situations

• Proficiency with Student Information System
• Strong working knowledge of Google Workspace and Microsoft Office Suite
• Experience with Xello or similar college/career platforms preferred

• Play a vital role in student achievement and postsecondary readiness
• Work in a collaborative, mission‑driven school community
• Engage in meaningful work that directly impacts students and families
• Stable schedule aligned with the academic calendar