School Registrar

Title: School Registrar 

Location: Great Hearts Live Oak; San Antonio, Texas

EEO Classification: Professional

FLSA Status: Exempt, Salaried

Compensation Type: Salaried

About Great Hearts Academies 

Great Hearts Academies is the largest network of classical K-12 schools in the country with academies across Arizona, Louisiana, and Texas. With a mission to cultivate the minds and hearts of students through the pursuit of Truth, Goodness and Beauty, we believe the highest goal of education is to become good, intellectually, and morally.    

What does Great Hearts have to offer? 

We offer a range of distinctive benefits designed to support the well-being and growth of our faculty and staff: 

• Comprehensive Health Coverage: Exceptional medical, dental, and vision insurance with minimal employee contribution. 

• Retirement Planning: Access to the Texas Teacher Retirement System.  

• Supportive & Mission-Driven Culture: Join a workplace centered around true collegiality, collaboration, and opportunities for personal and professional growth. 

Position Summary 

The mission for the  Registrar is to manage and maintain the integrity and accuracy of the student information pipeline to and through the student data lifecycle (application to graduation). The Registrar organizes all the campus operation tasks with key stakeholders and executes campus operation processes that bind to our student information system (PowerSchool). Under limited supervision, administers the overall operations of the records office, including areas such as management of student records, official and unofficial transcripts, grade petitions, graduation process, monitoring academic guidelines, degree audit reporting system, and related matters. Ensures compliance with Family Rights and Privacy Act and all other applicable laws and regulations. 

Duties & Responsibilities 

• Manage the annual enrollment and waitlist cycles, including late enrollment and withdrawal processes, and transfer of records documents/processes. 

• Keep the academy leadership and appropriate GH employees apprised of the current enrollment status through statistics and tracking closely enrollment numbers. 

• Reconciling monthly financial receipts and invoices. 

• Organize and oversee the annual distribution (and collection) of textbooks, materials, and lockers to students and faculty, including informative communications with parents regarding book deposits, ordering, etc. 

• Ensure that all student grades are recorded in PowerSchool for submission to the ADE and coordinate communication of grades to the families. 

• Partner with instructional team to distribute instructions on how to access PowerSchool’s parent portal 

• Report cards distributed by academic calendar quarter deadline. 

• 97.00% ADA (Avg. Daily Attendance) for Campus 

• Owns the attendance process for the campus’ students 

• Works with students, staff, and parents to ensure students attend school every day 

• Communicates attendance reporting to staff, including Chronic Absenteeism, Progress Towards Goal by Day, Absence calculator 

• 100% of Student Records received by the First Week of School (FWOS) 

• Maintain all academy records as required by audits/state and federal guidelines, and as requested by the Director of Campus Operations and/or Great Hearts Lead Office Staff 

• Receive and process records requests from schools to which students transfer 

• All PEIMS deadlines are met based on the SIS operating calendar 

• Maintain all student files and records, including 45-day screens, health screenings, immunization records, incident reports, etc. 

• Grade Verification, Re-registration, End of Year tasks, PET/PID, School and Section Enrollment Audits, Transcripts are completed timely and accurately 

• Manage the mailing and collection of student entry documents, including emergency cards, locker assignments, library, and handbook signature pages, etc. 

Qualifications, Competencies, and Strengths:  

Education: Bachelor's degree preferred. 

Experience: Previous administrative experience required, experience in school administrative or working with student systems is preferred. 

Additional Requirements