Administrative Assistant and Registrar (Grades 6-12)
Reporting to the Chief Academic Officer, the Administrative Assistant and Registrar for Grades 6-12 provides comprehensive administrative support to the school’s administration, faculty, students, and families. As Registrar, this position is responsible for the management and maintenance of student records, scheduling processes, and academic transcripts. This position ensures that all student information is accurately recorded and complies with school policies and state regulations. This role is pivotal in ensuring the smooth operation of the school office, handling a variety of tasks, including scheduling, communication, record-keeping, and coordination of school activities.
Position Title: Administrative Assistant and Registrar (Grades 6-12)
Reports To: Chief Academic Officer (with direct daily oversight from Middle and Upper School Directors)
Position Summary: The Administrative Assistant and Registrar for Grades 6-12 provides comprehensive administrative support to the school’s administration, faculty, students and families. As Registrar, this position is responsible for managing and maintaining student records, scheduling processes, and academic transcripts. This position ensures that all student information is accurately recorded and complies with school policies and state regulations. This role is pivotal in ensuring the smooth operation of the school office, handling a variety of tasks, including scheduling, communication, record-keeping, and coordination of school activities.
Responsibilities:
- Administrative Support:
- Provide information and assistance to students and parents regarding school policies, procedures, and events.
- Address and resolve routine inquiries and issues from students and parents.
- Be available for students who need assistance.
- Perform general office duties such as answering phones, greeting visitors, and handling inquiries.
- Prepare and distribute correspondence, reports, and other documents as needed.
- Maintain and update student records, ensuring confidentiality and accuracy.
- Communication:
- Serve as a point of contact between students, parents, teachers, and administrators.
- Manage incoming and outgoing mail, emails, and phone calls.
- Communicate important information to staff, students, and parents as directed by the Division Directors.
- Record Keeping:
- Maintain and report accurate daily attendance records for grade 6-12 students and staff.
- Assist with the preparation of student report cards, transcripts, and other academic records.
- Organize and manage filing systems, both electronic and physical.
- Coordinate completion of parent forms for the start of the school year.
- Maintain accurate and up-to-date student records, including personal information, enrollment status, grades, and attendance.
- Update and manage the student information system (SIS) with current student data.
- Coordination of School Activities:
- Assist in planning and coordinating school events, including, but not limited to, parent-teacher conferences, field trips, end-of-term exams, standardized exams, and graduation ceremonies.
- Scheduling and Registration:
- Coordinate student course request and scheduling processes, including new student scheduling, sending/obtaining records for transfers, and sending records for withdrawals.
- Transcripts and Graduation:
- Prepare and issue official transcripts and other academic records upon request.
- Evaluate student transcripts to ensure they meet graduation requirements and assist with course selection and scheduling.
- Coordinate the preparation of graduation lists and the distribution of diplomas.
- Data Reporting and Compliance:
- Generate reports on student enrollment, demographics, grades, and other data for school administration and external agencies or requirements.
- Ensure compliance with local, state, and federal reporting requirements.
- Assist in the preparation for academic audits and accreditation processes.
- Technology and Systems Management:
- Utilize school software systems to manage student records, scheduling, and registration processes.
- Train staff and students when needed on the use of the student information system and other relevant technologies.
- Work in conjunction with the IT staff to troubleshoot and resolve technical issues related to student records management.
- Office Management:
- Monitor and order office and teaching supplies, ensuring the office is well-stocked and organized.
- Maintain office equipment and arrange for repairs as necessary.
- Assist with budget tracking and expense reporting.
- Other Duties:
- Perform other related duties as assigned by the Division Directors and/or Chief Academic Officer.
- Provide support during emergencies or urgent situations as needed.
Qualifications:
- High school diploma or equivalent required; Associate’s or Bachelor’s degree in Education, Business Administration, or a related field strongly preferred.
- Previous experience in an administrative, clerical, and/or registrar role, preferably in an educational setting.
- Proficiency in Google Suite and experience and proficiency in student information systems.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal skills.
- Ability to maintain confidentiality and handle sensitive information.
- Detail-oriented with a high degree of accuracy.
- Ability to work independently and as part of a team.
Working Conditions:
- This position is a year-round position. During the school year, this position typically works the regular school hours (8:00 am until 4:00 pm), with occasional added evening or weekend hours for special events or peak times. Summer work hours begin two weeks after the end of the school year, are in place until two weeks before the start of the new school year, are Monday-Friday, and the daily hours are at the discretion of the Chief Academic Officer.
- The role requires sitting for extended periods, as well as standing, walking, and lifting up to 25 pounds.
Interested candidates should submit a resume and cover letter to careers@lakeridgeacademy.org.
Tel: (440) 327-1175
Fax: (440) 327-3641
Fax: (440) 327-3641
Lake Ridge Academy is the only independent college preparatory school on Cleveland's west side. Our co-educational curriculum offers a unique blend of academics, extracurricular activities, and a focus on character development, all on our beautiful 93-acre campus. With a student-teacher ratio of 8:1, our devoted faculty provides personalized attention to help every student thrive.