Registrar and Student Data Manager

Job Description

Job Description
Position:
Registrar and Student Data Manager
Exemption Status:
Exempt
Immediate Supervisor:
Head of School (Superintendent)
Supervises:
Designated administrative support staff, as assigned

Position Summary
The Director of Registrar & Data Services is a senior administrative position responsible
for the integrity, accuracy, security, and effective administration of student information,
academic records, student scheduling, and institutional data reporting at New Mexico
School for the Arts (NMSA). The Director serves as the school's Registrar, Power School
Administrator, and NOVA Coordinator and leads required student and institutional data
submissions to the New Mexico Public Education Department and other agencies. The
position also coordinates master scheduling, dual credit, online coursework, and
related academic-records functions.

• Serve as the school's Registrar and Power School Administrator, with responsibility for the accuracy, integrity, confidentiality, and availability of student information and academic records.
• Enroll and withdraw students and maintain accurate enrollment records; register students and maintain student information in Power School.
• Set up staff accounts and generate or manage Power School access credentials for students, parents, and staff; provide user support related to Power School access.
• Ensure completion of required registration forms and collection of required student information.
• Request, receive, review, and maintain student transcripts and other academic records; enter and verify historical grades and credits; process official and unofficial transcript requests.
• Create and maintain student schedules; calculate and maintain unweighted GPAs and other academic record information.
• Maintain student cumulative files and process enrollment verifications, driving-school permissions, and other student record requests.
• Generate student counts, medical-history reports, parent contact lists, permission reports, and other reports required by school staff and stakeholders.
• Protect student records in accordance with FERPA and other applicable requirements and maintain appropriate records-management practices.

• Maintain accurate student transcripts, grades, credits, GPAs, and academic records.
• Establish and communicate grading deadlines and coordinate grade storage and reporting periods.
• Prepare regular reports identifying students with failing or at-risk grades and coordinate related communications.
• Review records for accuracy and resolve discrepancies with faculty, administrators, students, families, and other institutions as appropriate.
• Monitor graduation-credit records and support verification of student progress toward graduation requirements.
• Complete the annual determination of Valedictorian and Salutatorian in accordance with school policy.

• Serve as the school's NOVA Coordinator and primary administrator responsible for student and related data reporting to the New Mexico Public Education Department (NMPED).
• Maintain current knowledge of NMPED data-reporting requirements, definitions, deadlines, business rules, and procedures; attend required NOVA trainings, conferences, and technical-assistance sessions.
• Enter, upload, review, validate, and certify school data as required; review verification and validation reports, identify discrepancies, and make or coordinate corrections.
• Coordinate required reporting periods and data submissions throughout the school year and respond to NMPED validation inquiries and requests for corrections or additional information.
• Work with school leadership and staff to collect, reconcile, and verify information required for state reporting.
• Complete or coordinate required accreditation data reviews, Civil Rights Data Collection reporting, and other required institutional data submissions.
• Maintain documentation supporting reported data and reporting decisions and develop internal processes that improve data quality and consistency.

• Lead development of the school's annual academic master schedule in collaboration with school leadership.
• Maintain course lists, course codes, descriptions, and course-catalog information; complete annual Power School rollover and new-school-year setup, including terms, semesters, examinations, courses, staff, classrooms, honors…