2026-2027 Administrative Assistant - Registrar

Administrative Assistant – Registrar

Santa Fe South West Middle School | Santa Fe South Charter Schools Oklahoma City, OK | 210-Day Contract

The Registrar serves as the primary steward of student enrollment, academic records, scheduling data, and student information while helping create an exceptional experience for every family who interacts with West Middle School. As one of the first people students, families, and visitors encounter, the Registrar plays an important role in creating a welcoming, organized, and professional school environment.

This position oversees student enrollment, registration, withdrawals, transfers, cumulative records, academic records, and student data management while ensuring compliance with district, state, and federal requirements. The Registrar works closely with school leadership, counselors, district departments, teachers, and families to maintain accurate records, support effective campus operations, and provide outstanding customer service.

The ideal candidate is highly organized, detail-oriented, personable, and able to manage multiple priorities in a fast-paced school environment where both accuracy and relationships matter.

• Coordinate the complete student enrollment process, including new student registration, transfers, withdrawals, residency verification, and enrollment documentation.
• Guide families through enrollment requirements while providing exceptional customer service.
• Request, receive, review, and maintain student records from previous schools.
• Review incoming student records to support accurate grade-level placement, course enrollment, and scheduling.
• Ensure all required enrollment documentation is complete, accurate, and compliant with district, state, and federal requirements.
• Assist families with enrollment questions and connect them with appropriate school resources.

• Maintain accurate cumulative student records and permanent academic files.
• Enter, update, and verify student information within the district's student information system (Power School) with a high degree of accuracy.
• Maintain accurate course, grade, and academic record information.
• Prepare transcripts, enrollment verifications, attendance records, report cards, and other official student documents as requested.
• Support counselors and school leadership with student scheduling, course changes, and academic record needs.
• Ensure student records remain organized, secure, and compliant with FERPA and district policies.
• Process student withdrawals and transfer records promptly and accurately.

• Monitor student data for accuracy, completeness, and consistency.
• Support district, state, and federal reporting requirements through accurate student information management.
• Assist with enrollment reporting, attendance reporting, School
  
  SafeID, accreditation, and other required compliance submissions.
• Review records and data regularly to identify and resolve discrepancies.
• Compile reports and documentation requested by campus or district leadership.
• Maintain appropriate documentation to support audits, accreditation reviews, and other compliance requirements.

• Serve as one of the primary points of contact for students, families, and visitors.
• Welcome every family with warmth, professionalism, and responsiveness that reflects Santa Fe South's commitment to outstanding service.
• Answer questions regarding enrollment, attendance, student records, schedules, and school procedures.
• Build positive relationships with families while maintaining professionalism and confidentiality.
• Collaborate with outside schools, agencies, and organizations regarding student records, enrollment, and transfers.

• Provide administrative and clerical support to the principal and school leadership team.
• Collaborate closely with counselors, teachers, and other office staff to support smooth campus operations.
• Assist with campus communications, documentation, filing, scheduling, and office operations as needed.
• Support school wide events and operational initiatives.
• Participate in staff meetings, professional learning opportunities, and campus initiatives.
• Perform additional duties as assigned by the principal or designated supervisor.

• High school diploma or GED.
• Demonstrated ability to manage confidential information with professionalism.
• Strong organizational skills and exceptional attention to detail.
• Excellent customer service and interpersonal communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.

• Previous experience as a school registrar or in school office administration.
• Associate's degree or higher in education, business, office administration, or a related field.
• Bilingual in English and Spanish.
• Experience with Power School or another student information system.
• Experience working with student records, enrollment, scheduling, or…