Registrar and Scheduling Specialist

Woburn Public Schools

Registrar and Scheduling Specialist

The Registrar and Scheduling Specialist oversees all aspects of student enrollment, academic records management, scheduling, grading, transcripts, and state data reporting. This position ensures the accuracy and integrity of student information in Power School, compliance with DESE and district reporting requirements, and coordination of all school scheduling processes. The Registrar plays a critical role in maintaining accurate academic data, supporting school counselors and administrators, and ensuring smooth scheduling and reporting operations.

Report To: Director of School Counseling and WMHS Principal

Work Year: 12-month position

Work Schedule: 7:00 AM to 3:00 PM (Summer hours may vary at the discretion of the Superintendent of Schools.)

Salary: $75,000 - $90,000, depending on qualifications and experience.

Prerequisite training and Experience:

• Associate or bachelor's degree preferred.
• Minimum of three years of experience in student data management, scheduling, or registrar functions (Power School experience required).
• Strong understanding of DESE state reporting requirements (SIMS/SCS).
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities under deadlines.
• High level of proficiency with data systems, spreadsheets, and student information management.
• Strong communication and collaboration skills.
• Ability to maintain confidentiality and comply with FERPA regulations.

Essential Duties and Responsibilities:

Scheduling

• Build and maintain the Master Schedule for Woburn Memorial High School in collaboration with the Principal and Director of School Counseling.
• Co-chair the Scheduling Team, coordinating meetings, timelines, and communication with department heads, counselors, and administration.
• Manage course request collection, section balancing, and scheduling adjustments in Power School.
• Oversee schedule changes during the summer and school year to ensure accurate student and teacher schedules.
• Coordinate with the Director of School Counseling to ensure counselor assignments and homerooms are aligned with the Master Schedule.
• Troubleshoot scheduling conflicts and assist with Power Scheduler setup and rollover processes.

Grades, GPA, and Transcripts

• Oversee grade reporting cycles, ensuring teachers import grades prior to storing.
• Store grades, generate report cards, and post to portals.
• Prepare honor rolls and distribute to staff and local media.
• Manage GPA and class rank calculations for seniors and juniors; upload results to Naviance and Power School.
• Enter historical grades, credit transfers, summer and night school grades, and grade changes as submitted by staff.
• Maintain official transcripts and historical academic records for all students.

SIMS/SCS and State Reporting

• Resolve data errors related to demographics, CRS courses, graduation status, and post-graduation plans.
• Complete end-of-year data updates for graduates and non-graduates.
• Assist in preparing data for DESE Civil Rights and other required state/federal reports.

Records Requests & Verification

• Process transcript requests for students, alumni, colleges, and third parties.
• Complete verification forms for the Social Security Administration, military, RMV, and courts.
• Handle education verification requests.
• Maintain an archive of transcripts and cumulative records according to state retention laws.

Graduation Data Management

• Update Power School with final graduation statuses, MCAS completion, and diploma distinctions.
• Collaborate with the School Counseling Administrative Assistant and the Director of School Counseling to finalize honor distinctions.
• Generate senior data for diploma ordering, graduation programs, and post-graduation reporting.
• Coordinate the destruction of records per the state record retention schedule.
• Other duties as assigned by the Director of School Counseling or WMHS Principal

Evaluation:

• Performance will be evaluated annually by the Director of School Counseling and WMHS Principal in accordance with district policies and procedures.

Other Duties:

• Performs other duties as required or assigned which are reasonably within the scope of the duties in this job classification

At the Woburn Public Schools, we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced, acknowledging that a team reflecting diversity of race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity, disability status, and veteran status allows us to serve our communities better. To that end, Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education